EstateFlow BudgetMaster Module

Overview: 

The BudgetMaster module equips real estate developers and project managers with advanced tools to plan, monitor, and control project budgets. Through integration with the Construction Orchestrator module, milestones, tasks, and subtasks are automatically replicated into BudgetMaster, ensuring consistent tracking across planning and execution. This separation of Planned and Actual values enhances accountability and minimizes the risk of financial mismanagement or fraud.

[Insert Screenshot: BudgetMaster Dashboard]

Key Features & Benefits

• Create and monitor detailed budgets linked to Milestones, Tasks, and Subtasks.

• Maintain strict separation between Planned (editable) and Actual (system-generated) fields.

• Automatically import Milestones, Tasks, and Subtasks from the Construction Orchestrator module.

• Track Planned vs. Actual vs. Budgeted allocations in real time.

• Use fixed system budget categories (Labor, Materials, Travels, Equipment, Fixed, Misc).

• Access an Analysis Tool for advanced “what-if” scenario planning.

• Receive automated email and SMS alerts when expenses approach or exceed thresholds.

• Ensure compliance and transparency through system-enforced financial control.

Pre-Requisites & Access Rights

1. Ensure the BudgetMaster module is enabled.

2. Assign user permissions under Settings > Roles for:

   • Viewing Budgets and Reports

   • Creating and Editing Planned Budgets

   • Configuring Notifications

   • Running Analysis Tools

3. Verify integration with:

   • Construction Orchestrator for milestones and tasks

   • Accounting & Bookkeeping for expense recording

4. Confirm notification settings under Setup > Settings > SMS/Email.

5. Ensure project owners have valid email and phone numbers under Setup > Staff > Profile.

[Insert Screenshot: Role Permissions for BudgetMaster]

Step-by-Step Instructions

Pre-Requisites: Linking Orchestrator and BudgetMaster

Overview:
EstateFlow ERP enforces strict control by separating Planned budgets (editable) from Actual costs (system-controlled). This minimizes opportunities for fraud and ensures financial integrity. Planned budgets are entered manually, while Actuals are automatically populated from expense records.

Step-by-Step Instructions:

1. Navigate to Construction Orchestrator > Milestones.
   [Insert Screenshot: Milestones Dashboard]

2. Create the required Milestones, Tasks, and Subtasks.

3. Confirm that these elements automatically appear in BudgetMaster.

4. Enter the Planned/Budget figures for each milestone, task, and subtask using the fixed budget categories.
   [Insert Screenshot: Budget Table Overview]

5. Verify that the Actual fields are automatically populated from linked expense entries and remain non-editable.

Best Practice:

• Reconcile Planned vs. Actual figures regularly.

• Assign different staff roles for budget entry and expense approval to ensure accountability.

• Leverage system alerts when expenses approach or exceed budget thresholds for timely intervention.

Managing Budgets

1. Go to Modules > BudgetMaster > Manage.

2. Select a project or subproject and click View.
   [Insert Screenshot: Budget Detail Screen]

3. Review allocations under columns:

   • Planned: Manually entered allocations.

   • Actual: Auto-filled from related expenses.

   • Budgeted: Total planned budget.

   • Balance: Calculated as Budgeted - Actual.

Recording Actual Expenses

1. Navigate to Modules > Expenses > Add Expense.

2. Link the expense to the relevant:

   • Project

   • Subproject

   • Budget Category

   • Milestone, Task, or Subtask

3. Save the expense.
   [Insert Screenshot: Add Expense Form]

4. The Actual column in BudgetMaster updates automatically.

Using the Analysis Tool

1. Go to Modules > BudgetMaster > Manage and select a project.

2. Click Analysis Tools.
   [Insert Screenshot: Analysis Tool Interface]

3. Create a model with details such as Budget Threshold, Expected Revenue, Expected Cost, Contingency Funds.

4. Adjust Planned values as required.

5. Click Save.

6. To create additional models, click New Model.

Configuring Automated Notifications

1. SMS Setup:

   • Navigate to Setup > Settings > SMS.

   • Select Africastalking and enter credentials.
     [Insert Screenshot: SMS Setup Screen]

2. Email Template:

   • Go to Setup > Email Templates.

   • Select Projects > Notification for Budget Threshold Breaches (Send to Owner).

   • Edit and save.
     [Insert Screenshot: Budget Threshold Email Template]

3. Execution:

   • Assign a Project Owner with valid contact details.

   • Record project expenses.

   • If Actual > Budget Threshold, alerts are sent automatically after the cron job runs.

Tips & Best Practices

Tip: Use the Analysis Tool before approving budgets to simulate cost variations.

Best Practice: Always assign separate staff for Planned budget entry and Expense approval.

Tip: Keep budget categories consistent to ensure accurate reporting across projects.

Troubleshooting & Common Issues

Issue: Milestones not visible in BudgetMaster.
Solution: Ensure milestones are created in the Construction Orchestrator and linked to the project.

Issue: Actual column not updating.
Solution: Verify that expenses are correctly mapped to the Project, Subproject, and Budget Category.

Issue: Alerts not triggering.
Solution: Check SMS/Email configuration and confirm project owner contact details.

[Insert Screenshot: Example Notification Error]

Glossary & Notes

• Planned Budget: Editable allocation entered by budget managers.

• Actual Cost: Auto-populated from recorded expenses; not editable.

• Balance: Difference between planned budget and actual cost.

• Budget Threshold: A limit that triggers alerts when exceeded.

Note: Budget categories (Labor, Materials, Travels, Equipment, Fixed, Misc) are fixed system categories.

Caution: Do not attempt to override Actual fields. These are system-controlled for strict compliance and fraud prevention.