How does it work?

Budget Tracker settings

Adding budgets to jobs and hires

Budget control during payment request approvals

Create projects and track project spend

User permissions

Are there any limitations?

Access a new dimension of project tracking inside Worksome: easily create your high level hiring initiatives as projects and then allocate your jobs to those projects. Add budgets to your projects and jobs, to track real spend and projected spend across jobs and projects. Making sure you stay within budget has also never been easier, because all your hiring managers can now control budgets better by having spend transparency during all payment request approvals.

Staying on budget for a project can be difficult when you have many stakeholders and divisions involved in your hiring operations. So make sure that your project owners are well equipped to delegate and have different team members approve payment requests and timesheets while never losing sight of the big picture budget. The new live project overview lets all team members stay up to date with spend on each project and associated jobs.

The Budget Tracker feature has multiple components that you can control. The settings can be found on your “Hiring settings” page and it's accessible by account Admins and Owners (see below for a full recap of user permissions). By default, job budgets are optional and project tracking is turned off. Your account Admins or Owner can enable project tracking, which will display the “Projects” menu item, and you can choose to make job budgets required.

Add a budget to a new job

When you create a new job, either as a direct hire or a broadcast, you have the option to add a budget. Clicking on + Add Budget will show you inputs to add a job budget and select a project to associate this job with.

If you change your mind, you simply click on - Remove Budget to hide the input fields.

Add or edit a budget in an existing job

To edit the job budget and project association, click “change” next to the “Job owner” or “Associated project” info or choose the “custom fields” option when opening the “Edit job” menu. You will be able to make adjustments to job budget and project association, in addition to changes to job owners and other custom fields.

If you set a job budget, you will gain more transparency into your budget handling when approving payment requests. Every time a new payment request is shown for approval, you will see how much budget has already been spent on the job budget before this payment request was submitted.

If the job budget has already been exceeded the budget progress bar is highlighted in a warning colour, but the user is not prohibited from approving the payment request anyway. The budget transparency is simply meant as a guidance for the approver at this stage.
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If you have chosen to enable the “project tracking” feature in your Hiring settings, you will see a menu items called Projects, where you can access your project list and create new projects.

Here you can keep track of your projects' budgets and how much has been spent in associated jobs already. Projects and budgets are internal information and are not shown to external workers:

You can filter projects by project owner and status for easier navigation:

Individual projects can also be viewed in detail to get an overview of the overall budget, current spend and the projected spend. Any spend on a project can only be calculated if jobs have been associated to a project. You can add jobs to a project via the “Add jobs” button:

Once jobs have been added to a project, then the current spend and the projected spend on the project can be viewed. The project can also be edited, deleted or ended. You will also be able to get a quick overview of active projects and their current spend on a new section on the Home page:
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Currently the Budget Tracker feature does not include: