Budgets are made up of main budgets and optional sub-budgets that help organize and allocate funds for specific use cases or departments.
Budgets contain various allocations that fund activities to allow for cardholder spending. Here is a visualization of the overall workflow.
Navigating Budgets
1. Log in to my.custodia.ai
2. Navigate to Finance & Accounting > Budgets
3. Using the green hover menu, select "Edit Budget" to view the full budget details
Let’s use the example budget below to explain how the Custodia UI displays your available and used funds.
Budget Terminology
USED
This represents the total amount spent across all activities tied to the budget (not including sub-budgets).
This includes:
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Active activities
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Archived activities
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Completed or expired activities
To review what has been used, click View All Expenses. This provides a filtered view of all expenses adding to the used portion of the budget
RESERVED
This is the unused portion of allocated funds that are still tied to Active activities.
Key points:
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These funds are committed to users but have not yet been spent.
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If an activity is archived or completed, the remaining funds return to the overall budget left
To review how your budget is distributed across activities, click View All Activities. This provides a filtered view of all allocations adding to the reserved portion of the budget
This example shows that I have $1500 allocated in Active activities. $400 of that amount has been used, therefore the reserved amount is $1100
BUDGET LEFT
This is the total of all funds that have not yet been spent or allocated.
This includes:
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Any remaining funds in archived activities
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Any unallocated funds
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Rollbacks from expired activities or sub-budgets
SUB BUDGETS
This represents the amount of the main budget that has been allocated to sub-budgets
This includes:
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Total amount allocated in sub-budgets
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Total amount used from that allocation - located in parenthesis ()
How to Reclaim Budget Funds
To reclaim allocated budget funds select View All Activities
- Archive any activity that has been used with funds remaining
- Delete any activity that has been allocated but not yet used
Once completed check to confirm that your budget left amount has been updated