Budget requests from every lead in one database — no more stitching spreadsheets together
The budget is assembled from requests by several leads, and each sends theirs in a different shape. Consolidating them is manual work, subscriptions with different billing are hard to cost, and items moved to the next quarter get lost between spreadsheet versions.
1 database
for every budget item instead of scattered spreadsheets
Client under NDA
2 years
planned side by side — the current and the next
Dashboards
for each direction lead and for the whole department
Before
Several spreadsheets and manual consolidation
- Person
Collect requests from leads — each in its own format
- Person
Consolidate them into one spreadsheet by hand
- Person
Recalculate subscriptions: monthly, quarterly, yearly
- Person
Copy items over to the next quarter or year
- Person
Work out which version of the spreadsheet is the latest
Items moving to the next quarter or year get lost between versions.
After
One database, no manual consolidation
- Person
A lead adds an item: what, why, when and how to pay
- System
Category and group fill in by themselves, formulas check the input
- System
The full cost of a subscription is calculated automatically
- Person1 button
Move an item to the right quarter or year
- System
Dashboards chart this year and next
How it works
- 1
One database for every expense
Each item is a row: category, group, justification, dates and payment format. Contractors, software, equipment, training — all in one place.
- 2
Input checks itself
An automation sets the category and group, and formulas make sure the row is filled in correctly. For subscriptions the full cost is visible at once, however they are billed.
- 3
Quarters and years by button
An item moves to this year or next and to the right quarter with one button. No more copying rows between spreadsheets.
- 4
Everyone has their own dashboard
A direction lead sees their requests, quick actions and charts for this year and next. The department has a shared dashboard.
- 5
You see where the money goes
Expenses are linked to teams, staff and contractors, so it is clear who and what the budget is spent on.
What it is made of
NotionWhere the items, buttons and dashboards live. No other services needed.
Budget items database
One table for every expense, with a justification and payment format on each row.
Buttons
Move an item between quarters and years in one press.
Dashboards
Charts and requests — each lead has their own, the department has a shared one.
What it looks like
Mock-up with demo data
💸Department budget
| Item | Group | Payment | Quarter |
|---|---|---|---|
| Software licences | Software | Monthly | Q1 |
| Contractor: development | Contractors | One-off | Q2 |
| Team course | Training | One-off | Q3 |
| Team laptops | Equipment | One-off | Next year Q1 |
A good fit if
- Your budget is assembled from requests by several leads.
- Some expenses are subscriptions paid monthly, quarterly or yearly.
- You plan not just the current year but the next one too.
Common questions
Why Notion rather than a spreadsheet?
A spreadsheet holds numbers, not the process: who requested an expense, why, when to pay and in which quarter. In Notion these are linked databases with roles, buttons and dashboards.
Can this work for another department?
Yes — the mechanics do not depend on the department: items, categories, quarters and lead dashboards adapt to your structure.