✔  Available on Grow and Scale subscriptions. 1

What
Task list budgets track the smaller chunks of work on your projects and roll up to the overall project budget.
Why
  • Budget at a more granular level.
  • Allocate time or financial resources more effectively.
  • Budget based on categories of work.
Who
  • Site admins (in the owner company) can view, create, and manage budgets on all projects.
  • Site admins (in external companies/clients) can view, create, and manage budgets on projects they're a member of.
  • Project admins can create, view, and manage budgets on projects they're an admin on.
  • Standard users and client users with permission to:
    • View project budget (grants users read-only access to a project's Budgets area).
    • Manage project budget (ability to create, edit, and delete a project's budgets).
When
A project manager wants a more detailed look into budgets and how they are tracking.
Ex. Your project has task lists for marketing, product, and design. By assigning budgets to each list, you can see how each department is tracking against budget.
What
Task list budgets track the smaller chunks of work on your projects and roll up to the overall project budget.
Why
  • Budget at a more granular level.
  • Allocate time or financial resources more effectively.
  • Budget based on categories of work.
Who
  • Site admins (in the owner company) can view, create, and manage budgets on all projects.
  • Site admins (in external companies/clients) can view, create, and manage budgets on projects they're a member of.
  • Project admins can create, view, and manage budgets on projects they're an admin on.
  • Standard users and client users with permission to:
    • View project budget (grants users read-only access to a project's Budgets area).
    • Manage project budget (ability to create, edit, and delete a project's budgets).
When
A project manager wants a more detailed look into budgets and how they are tracking.
Ex. Your project has task lists for marketing, product, and design. By assigning budgets to each list, you can see how each department is tracking against budget.

Before you start

  • A project must have an active project budget and at least one active task list in order to create task list budgets.
  • Task list budgets can be set for any budget: time & materials, retainer, fixed fee. 
    🔑 Only owner company site admins can manage fixed fee budgets and their associated task list budgets.
  • The task list budgets' combined value (in a project) must be less than or equal to the project's overall budget.
  • Task list budgets are:
    • Unique to their associated project budget.
    • Directly linked to their project’s overall budget — they inherit the budget type (financial or time) from the parent budget and this cannot be overridden.
    • Not carried over to future repeats of a recurring project budget.

Feature limits

Teamwork.com plan
 Number of projects (with active task list budgets)
Grow (& Premium)
5 projects (with unlimited task list budgets per project)
Scale (& Enterprise)
Unlimited
Teamwork.com plan
 Number of projects(with active task list budgets)
Grow (& Premium)
5 projects (with unlimited budgets per project)
Scale (& Enterprise)
Unlimited

Create a task list budget

  1. Click Jump to in Teamwork.com's main navigation menu.
  2. Search for and select a project.
  3. Select the Finance tab in the project's navigation menu.
  4. Switch to the Budgets subsection.

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  5. Scroll to the Task list budgets tab at the bottom of the view.
  6. Click Add task list budget. If the project has active task list budgets, click Assign task list budget in the panel's top right.Image Placeholder
  7. Enter a budget value for each task list you want to attribute part of the project's overall budget to. The project's total budget and remaining unassigned budget (total - task list budgets) are detailed at the top of the window.
    📝 The combined total value of task list budgets within a project must be less than or equal to the project's overall budget.


  8. Click Add notification under a task list heading to alert key stakeholders as budget usage nears capacity.
    1. Recipients — choose one or more project members to be notified.
    2. Notification type — choose email or mobile push.
    3. Exceeds % — set when the notification should be sent based on budget exceeding a % usage.
  9. Click Save.

Explore task list budgets

The task list budgets panel shows all of a project’s existing task list budgets. Clicking Assign task list budget opens the task list budgets window where you can modify each budget's value. 

📝 Task list budgets are displayed in the order their associated task lists appear on the project's List and Table views.
 
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For each task list budget row, the following details are displayed:
 
Task list
Clicking the task list name opens a quick view panel detailing the associated tasks.
Budget
Overall budget value set for the task list. Click the current value to activate edit mode and update the amount.
Progress
Bar visual indicating the numeric and percentage amount of the budget currently used. Hover over the field to see the full budget breakdown: total, used, and remaining budget.
Notifications
Manage budget usage notifications or set additional notifications.
Task list
Clicking the task list name opens a quick view panel detailing the associated tasks.
Budget
Overall budget value set for the task list. Click the current value to activate edit mode and update the amount.
Progress
Bar visual indicating the numeric and percentage amount of the budget currently used. Hover over the field to see the full budget breakdown: total, used, and remaining budget.
Notifications
Manage budget usage notifications or set additional notifications.

Edit a task list budget

  1. Click Jump to in Teamwork.com's main navigation menu.
  2. Search for and select a project.
  3. Select the Finance tab in the project's navigation menu.
  4. Switch to the Budgets subsection.
  5. Scroll to the Task list budgets tab at the bottom of the view.
  6. Click Assign task list budget in the panel's top right.



  7. Edit a budget:
    1. Update: Enter a new budget value for the relevant task list budget(s).
    2. Delete: Update a value to zero to reset that task list budget's allocation.
  8. Review budget notifications and update or create additional notifications where necessary.
  9. Click Save.

Delete a task list budget

  1. Click Jump to in Teamwork.com's main navigation menu.
  2. Search for and select a project.
  3. Select the Finance tab in the project's navigation menu.
  4. Switch to the Budgets subsection.
  5. Scroll to the Task list budgets tab at the bottom of the view.
  6. Hover over the task list budget row.
  7. Click the trash can on the budget row's right.



  8. Click OK in the confirmation window.

Another option

Click Assign task list budget, then set a task list budget's value to zero to delete the budget.

View time logs

  1. Click Jump to in Teamwork.com's main navigation menu.
  2. Search for and select a project.
  3. Select the Finance tab in the project's navigation menu.
  4. Switch to the Budgets subsection.
  5. Scroll to the Time logs tab at the bottom of the view.

    Image Placeholder

All time logs falling within with the active budget's dates are displayed by default.
  • Time period: Click the time period dropdown to change the basis by which time logs are shown (budget dates, week, month, quarter, custom).
  • Filter: Click the filter button (Image Placeholder) to refine the time logs shown based on associated teams, users, companies, or the time logs' billable/non-billable status.
  • Billable checkbox: Update an individual time log's billable status by checking (or unchecking) the Billable checkbox. Invoiced entries cannot be edited.
  • Edit: Hover over an individual time log and click the edit pencil to update it.

Best practices

  • Budget work upfront: Create a project budget to account for all works to be done.
  • Organize: Set a budget for each task list to create more granular control.

1. Also available on legacy subscriptions: Premium, Enterprise.