Creating team budgets on Qonto
Updated over a week ago

Only account Owners and Admin roles can create and manage budgets on Qonto. Are you a Manager in charge of a budget? Please check out this article.

What is the Budgets feature on Qonto?

From the Team Expenses section or More from a phone, you can :

  • Create a budget and assign it to a team

  • Track expenses linked to this budget in real time

  • Entrust the follow-up to a collaborator with the Manager role on Qonto.

👆 Good to know

Up to one budget can be created per team. However, it is possible to include two periods of 12 months each in the same budget, which can overlap between the current year and the following year. What's more, a budget can be drawn up to 12 months in advance, offering planning flexibility. The periodicity of this budget can be monthly or global, i.e. covering the entire period in question.

How do I create and assign a new budget?

Only available from desktop 🖥️

Create and allocate a new budget in just a few clicks:

  1. Go to the Team expenses section and click on Budgets

  2. Click on Create a budget in the top right corner

  3. Select an existing team and appoint a manager (Manager role) or create a new team by clicking on Create a team.

  4. Define the budget period and enter the total or monthly budget amount.

  5. Finally, click on Continue to finalize the creation of your team budget.

How to make changes to a Budget after its creation?

Available only from a computer 🖥️

You can change the period and amount of your Budget at any time.

  1. Go to Team Expenses > Budgets.

  2. Click on the Budget you wish to modify, then on Edit budget in the top right-hand corner.

  3. Choose a new period or amount. At this stage, you can also add a new budget period.

  4. Finalize your changes by clicking on Save.

👆 Good to know

It is not possible to change the budget frequency (from monthly to global or from global to monthly). If you wish to do so, you must delete the current budget and create a new one with the new frequency. You must also manually reallocate expenses already incurred by your team to the new budget, if necessary.

How do I archive a budget after it has been created?

Only available from a computer 🖥️

  1. From the Team Expenses> Budgets section, click on the Budget you wish to archive.

  2. Click on Archive in the top right-hand corner.

👆 Good to know

Archiving a budget is a permanent action. All data relating to this budget cannot be retrieved once the budget has been archived.

How to manually reallocate a transaction to another or no budget?

Each individual transaction can be assigned to a budget after expenditure or reallocated from one budget to another.

  1. Go to the Business account section > Transactions

  2. Click on the transaction you wish to assign or reassign.

  3. In the transaction details, go to the Budget section and choose the corresponding budget.

👆 Good to know

Only Account Holders or Admin roles can assign or reassign a transaction to any budget. Managers can only reassign transactions to budgets to which they have been previously assigned.

How does the real-time tracking of team expenses work?

As soon as a team member makes a transaction with his or her Qonto card or via a transfer, the expense is automatically deducted from the team's budget. You can view a budget's transactions and the remaining allocated amount simply by clicking on the corresponding budget in the Budget section. You can then browse by period for further details.

Our tips for getting the most out of Budgets on Qonto

Keep in touch

Communicate effectively with your teams. Keep them informed of their budget's progress and get them actively involved in managing your company's finances.

Delegate with the Manager role

Rely on the Manager role. Allocate a budget and then entrust its monitoring to a team leader or trusted colleague. You stay in control, without the administrative hassle that slows you down.

Analyze your expenses in depth

With real-time Budget tracking on Qonto, keep an eye on your spending, trends, and areas where you could optimize costs. So that your future budgets are as accurate and realistic as possible.

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