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Use the Overview tab of Budget Details to read one budget: its details, its cost lines grouped by category, and its totals. This guide is for MSP staff and for company users whose MSP has given them budget access.

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Before you start

  • You need budget read access. Your MSP admin sets this in your role.
  • The Actuals tab only appears if your role can also view invoices.
  • Controls such as Budgets Menu and Section order only appear if your role can edit budgets.

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Review a budget

1

Open the budget

Find the budget, click … on its row, then click View. Budget Details opens on Overview.
Budget Details tabs: Overview, Monthly Breakdown and Actuals.

Budget Details opens on Overview. Actuals needs invoice access as well as budget access.

2

Check the details

The page header shows the budget title and its status. Below it, read Company, Fiscal Year, Period Type, Currency and Author. Author shows a dash when nobody entered one.
3

Read the notes

If the budget has notes, they appear above the details. Notes are not private. They also print in the PDF and Excel exports.
4

Check the totals

Read Total, Approved, Pending and Rejected in the summary bar. Total adds every line, including rejected lines. Pending adds lines with Pending or Draft status.
5

Read the lines

Every line shows Category, Description, Billing, Qty, Unit Price, Total and Status. Total is quantity times unit price. Subtotals for each category and the overall total appear below the table.
6

Check the billing schedule

Billing shows the recurrence (One-time, Monthly, Quarterly, Annual or Every N months) and the start month, such as Starts Mar. Open Monthly Breakdown to see when each charge falls.
7

Open a linked Planner item or goal

Some lines show Linked to: and a name under the description. Click the name to open that Planner item or goal in a new tab. You set these links in the budget editor with the Link to Planner Item or Goal list.Budget IT Infrastructure 2026 with Linked to entries for a Planner item and two goals under their line descriptions.The Planner icon marks a Planner item. The target icon marks a goal.

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Choose another view

Opening a budget always starts on Overview. Switching tabs does not save or approve anything.

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Understand totals and statuses

  • A line’s Total is quantity times unit price for one charge. A monthly line with quantity 10 at 20 USD shows 200 USD. Twelve monthly charges come to 2,400 USD, which you see in Monthly Breakdown.
  • An Approved or Archived budget is locked. Its lines can still carry different statuses, such as Rejected.
  • People with the Approve budget items permission can approve or reject lines from Overview, through the … menu next to each status and Approve all pending. See Approve or reject budget lines. Other line edits happen in the budget editor.
Click the … button in the page header. It lists Help, then Print, Export PDF and Export Excel. Users who can edit a Draft or Pending Approval budget with more than one category also see Section order. See Download or print a budget and Arrange budget sections.

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Troubleshooting

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Frequently asked questions

No. Notes show on Budget Details and print in the PDF and Excel exports. Do not put MSP-only comments there.
No. It adds quantity times unit price for each line once. Monthly Breakdown applies the schedule across the year.
Yes, if your role has Approve budget items and the budget is not locked. Use the … menu next to the line’s status. Approving lines does not lock the budget.
The budget status and each line status are separate. Read the line statuses instead of assuming every line is approved.
No. Print and the exports always produce the budget document, whichever tab is open.
Click … then View on the list row, then use the … button in the page header. The list row’s Export item also downloads a PDF.