Skip to main content
Use Add Item in the budget builder to enter a planned cost. Use an existing line’s pencil menu and Edit to change its description, category, billing, quantity, unit price, notes or link to a Planner item or goal. Audience: MSP staff and Company users with budget editing access assigned by their MSP. A read-only user can review the plan and request changes from the MSP.

​
Add a manual cost

1

Open an editable budget

Create a company budget or open a Draft or Pending Approval budget from the Budgets list. Approved and Archived budgets are locked.
2

Choose Add Item

Enter a clear Description. Optionally select a Planner item or goal, choose a Category, and add Notes (optional). Choose None when a category or link does not apply.
3

Enter quantity and unit price

Enter the number of units and the price per unit. Click outside the number field to update the calculated Line Total. For example, five workstations at USD 1,200 each produce a USD 6,000 line total.Use a positive whole-number quantity and a nonnegative price. A zero-price field can appear blank; verify whether the cost is intentionally zero before approving the budget.
4

Set the billing schedule

Choose Recurrence and Start month in the Billing column. For Custom, also set Every N months. Use One-time for a purchase charged once; use the matching recurring cadence for services.
5

Finish the row and save

Select the checkmark, labeled Confirm line item edits, to return the row to its compact view. Then choose the header Save and wait for confirmation. Review the saved result in the budget reader and Monthly Breakdown.

​
Billing choices

Monthly Breakdown shows charges within the selected fiscal year. An existing imported term or a monthly override can change the displayed schedule. Review that tab after saving; changing the budget’s Period Type does not replace a line’s billing settings. The builder’s Line Total is quantity × unit price for one charge. It does not multiply by all recurring charges in the year. For example, ten licenses at USD 20 have a USD 200 line total; a full January–December monthly plan without overrides totals USD 2,400. Open the line’s pencil menu and choose Edit. The row checkmark finishes editing but does not save to the budget. You can also double-click a description, category, billing, quantity or unit-price cell to edit that field, then choose Save. The link selector associates the cost with a Planner item or goal. Choosing None removes that association from the pending edit. It does not delete the Planner item or goal. To remove a line, use Delete in its pencil menu or the trash icon while editing, then choose Save. Removing an unsaved row discards that proposed row. Deleting an already saved line requires budget management permission.

​
Change a line’s Approval status

The Approval column offers Draft, Pending, Approved and Rejected. This is the line’s status, separate from the overall budget Status.
For an existing saved line, choosing an Approval value saves that status immediately. There is no separate confirmation and the header Save button is not required for that status change. For a new unsaved line, the status is stored with the first Save.
Approving one line does not approve or lock the whole budget. Conversely, once the whole budget is Approved or Archived, its line statuses cannot be changed. See Approve and lock budgets.

​
Troubleshooting

​
Frequently asked questions

Open an editable budget and choose Add Item. Enter the description, quantity, unit price and billing schedule manually, then Save.
No. Confirm line item edits closes the row editor. Choose the header Save to persist the proposed costs and ordinary edits.
Set Recurrence to Quarterly and Start month to Apr, then Save. Review April, July and October in Monthly Breakdown, allowing for any existing term or overrides.
Line Total is quantity multiplied by unit price for one charge. Monthly Breakdown projects recurring charges across the year.
With management permission, use the line’s Delete action in an editable budget, then Save. Approved and Archived budgets remain locked.
No. The line remains visible. Rejected amounts are excluded from the Budgets list’s Total and from the approved Actuals baseline, but the overview and Monthly Breakdown can still display them.
No. Line Approval and whole-budget Status are separate. Use the overall approval workflow when the entire baseline is ready to lock.
No. Use a new Draft, such as a reviewed duplicate, for changes to an approved plan.
Manual line edits change the MSPortal budget. They do not place an order or update a provider product’s price. Save records the plan, not a purchase.
Related: Create and edit a budget, Read monthly costs, Read a budget. To arrange category groups in Overview and newly exported documents, see Arrange budget sections. This does not change Monthly Breakdown ordering. For a one-month exception to a saved line’s schedule, see Adjust a budget amount for one month. Monthly overrides save separately from the budget editor.