Better Informed Procurement Decisions Begin With Budget Management Software

Budget management software is a centralized platform that enables organizations to plan, allocate, track, and control their financial resources effectively.

It allows managers to create budgets, give role-based access to budgets, and has detailed reporting and analysis functionality to identify spending patterns.

PLANERGY’s budget management software integrates with your procurement and finance systems to provide real-time budget control and visibility across your organization.

It ensures that every purchasing decision is validated against predefined budgets before approval, minimizing financial risk and improving compliance.

Core Functionality Includes:

• Budget Configuration

  Define budgets at multiple levels—by department, project, cost center, or GL code—with flexible time periods and thresholds. Set up rules to control how and when budgets are consumed.

• Real-Time Validation

  As purchase requests are submitted, PLANERGY automatically checks them against current budget balances. Users are notified if a request exceeds the available budget, triggering alerts or approval escalations.

• Workflow Integration

  Budget validation is embedded within approval workflows, ensuring that only compliant purchases move forward. Custom workflows adapt to your organizational hierarchy and spending policies.

• Live Tracking & Reporting

  Track committed, approved, and actual spend in real time. Interactive dashboards and custom reports give stakeholders detailed insights into budget usage and variances.

• Forecasting & Analysis

  Leverage historical spend data to model future budgets, improve forecasting accuracy, and make strategic adjustments based on live performance data.

1. Improved Financial Control

   Monitor spending in real-time to ensure expenses align with budgets.

   Set clear financial boundaries to prevent overspending and maverick spending.

2. Enhanced Efficiency

   Automate budgeting processes, approval workflows, and compliance checks, saving time and reducing manual errors.

   Streamline financial tasks, allowing teams to focus on strategic initiatives.

3. Better Decision-Making

   Gain actionable insights from spending patterns, budget reports, and forecasts.

   Use data-driven analysis to allocate resources effectively and prioritize high-impact projects.

4. Increased Visibility and Transparency

   Provide stakeholders with real-time updates on budget performance and expenditures.

   Maintain a clear audit trail for accountability and compliance.

5. Customizable Budgeting

   Tailor budgets to fit your organization’s unique structure, such as by department, project, or category.

   Adjust budgets dynamically to reflect changing needs or priorities.

6. Cost Savings

   Identify inefficiencies, overspending, or areas for cost optimization through detailed reports and analytics.

   Ensure adherence to negotiated terms with vendors and contracts.

7. Supports Strategic Planning

   Align budgets with long-term organizational goals and objectives.

   Use forecasting tools to anticipate future financial needs and make proactive adjustments.

8. Enhanced Collaboration

   Role-based access ensures the right teams have visibility into relevant budgets.

   Improves cross-departmental communication and alignment on financial priorities.

9. Compliance and Audit Readiness

   Ensure spending complies with internal policies and external regulations.

   Simplify audits with organized, easily accessible financial records.

10. Scalability for Growth

    Adapt to the financial needs of growing organizations, new departments, or multi-location operations.

PLANERGY’s budget management software simplifies financial planning and control by centralizing budget creation, tracking, and management.

It provides real-time visibility into spending, ensuring expenses align with budgets and goals.

Role-based access and automated workflows enhance accountability and prevent errors. Customizable reporting tools offer insights to analyze spending patterns, identify inefficiencies, and support data-driven decisions.

With an intuitive interface and ERP integration, PLANERGY streamlines processes, improves control, and supports long-term planning.

Yes, you can fully customize spend management approval workflows in PLANERGY to align with your organization’s unique needs and processes. The platform offers flexible options for tailoring workflows based on roles, departments, spending thresholds, and policies.

1. Role-Based Approvals

   • Define workflows based on job roles or hierarchy.

   • Automatically route requests to the appropriate approvers.

2. Spending Thresholds

   • Set approval tiers based on the value of a request.

   • Assign different approvers for low-, medium-, or high-value purchases.

3. Approval by GL Codes

   • Route approvals based on specific general ledger (GL) codes tied to the request.

   • Ensure the right financial stakeholders review and approve expenses aligned with budget categories.

4. Department-Specific Rules

   • Create workflows tailored to individual departments or teams.

   • Ensure compliance with department-specific budgets and policies.

5. Custom Approval Rules

   • Define rules for different scenarios, such as vendor selection or urgent requests.

   • Enforce policies automatically to maintain control.

6. Flexible Workflow Structures

   • Design sequential, parallel, or conditional workflows to suit your organization’s requirements.

   • Allow for multiple approvers or special approval paths when necessary.

7. Integration with Budgets

   • Link workflows to real-time budget data, ensuring requests comply with spending limits.

   • Automatically flag or reject requests that exceed budgets.

8. Dynamic Notifications

   • Customize alerts and notifications to keep stakeholders informed throughout the process.

PLANERGY’s customizable workflows help streamline approvals, enforce compliance, and adapt to your organization’s changing needs, ensuring an efficient and seamless process.

1. Real-Time Budget Visibility

   -Description: Monitor budgets and spending in real-time to stay updated and detect discrepancies instantly.

   -Benefit: Enables proactive adjustments to avoid overspending and financial mismanagement.

2. Customizable Approval Workflows

   -Description: Define rules, roles, and hierarchies for spending approvals to ensure compliance with budget policies.

   -Benefit: Prevents unauthorized purchases and ensures spending aligns with financial goals.

3. Automated Tracking and Reporting

   -Description: Automate budget tracking and generate detailed reports to eliminate manual errors and improve accuracy.

   -Benefit: Provides actionable insights for data-driven decision-making.

4. Seamless ERP and Accounting Integration

   -Description: Sync PLANERGY with existing ERP and accounting systems for consistent and accurate financial data.

   -Benefit: Ensures a unified view of budgets and spending across all platforms.

5. Role-Based Access Control

   -Description: Assign role-specific permissions to ensure only authorized personnel manage or view budgets.

   -Benefit: Enhances accountability and protects sensitive financial information.

6. Comprehensive Audit Trails

   -Description: Maintain a detailed history of budget changes, approvals, and transactions for transparency and compliance.

   -Benefit: Simplifies audits and ensures adherence to internal policies and regulations.

7. Alerts and Notifications

   -Description: Receive automated alerts for budget thresholds, discrepancies, or pending approvals.

   -Benefit: Keeps teams informed and proactive in managing budgets effectively.

8. Customizable Budget Categories

   -Description: Create budget categories tailored to departments, projects, or expense types for precise tracking.

   -Benefit: Aligns budgets with organizational needs and improves financial control.

PLANERGY’s features work together to ensure organizations maintain accuracy, enhance control, and achieve better financial oversight in their budgeting processes.

PLANERGY is designed to help organizations stay compliant—automatically and effortlessly. Here’s how:

1. Custom Policy Enforcement

   • Set rules for spend thresholds, required approvals, vendor restrictions, and more.

   • PLANERGY applies these policies in real time, helping prevent out-of-policy purchases before they happen.

2. Approval Workflows

   • Build structured, multi-level approval paths that mirror your internal controls.

   • Ensure every purchase gets the right oversight.

3. Audit-Ready Records

   • Every transaction is fully traceable with a time-stamped digital audit trail.

   • Supports both internal policy reviews and external audits.

4. Regulatory Alignment

   • Supports compliance with industry standards and regulations like SOX, GDPR, and internal financial governance policies.

   • Ensures data integrity, role-based access, and process transparency.

5. Document Controls

   • Attach contracts, certifications, and policy documents directly to POs and vendor records.

   • Ensures your team always has the right context and documentation.

With PLANERGY, compliance isn’t just a checkbox—it’s woven into every part of your procurement process.

PLANERGY integrates seamlessly with a wide range of accounting and ERP systems, enhancing your procurement and financial workflows. Key integrations include:  

• Sage Intacct: Enhance your financial operations by linking PLANERGY with Sage Intacct for real-time data synchronization. 

• QuickBooks Online: Synchronize purchase orders and invoices directly with QuickBooks Online for streamlined financial management. 

• QuickBooks Desktop: Synchronize purchase orders and invoices directly with QuickBooks desktop for streamlined financial management. 

• Xero: Connect with Xero to ensure accurate and up-to-date financial data across platforms. 

• Exact: Ensure efficient procurement and financial data management by integrating with Exact. 

• Sage 50: Integrate with Sage 50 to automate procurement processes and maintain consistency in your financial records. 

• Sage 200: Integrate with Sage systems to automate procurement processes and maintain consistency in financial records. 

• Bill.com: Facilitate seamless accounts payable workflows by integrating with Bill.com. 

• Twinfield: Connect with Twinfield to streamline your accounting processes and improve data accuracy. 

• Custom Integrations: For systems without direct integrations, PLANERGY offers custom integration options, including API integrations and customized CSV exports, to ensure compatibility with your existing software infrastructure.  

These integrations enable efficient data synchronization, reduce manual data entry, and ensure consistency across your procurement and financial systems, enhancing overall operational efficiency. 

PLANERGY provides extensive reporting and analytics tools for budget management, offering insights that empower better decision-making and process optimization. Key features include:

1. Real-Time Reporting

   • Access up-to-the-minute data on requisitions, approvals, and spending to track performance and ensure alignment with budgets.

2. Customizable Dashboards

   • Create tailored dashboards to monitor key metrics like approval times, spending trends, and requisition statuses.

3. Spend Analytics

   • Analyze spending patterns by department, supplier, or category to identify cost-saving opportunities and improve procurement strategies.

4. Compliance Reports

   • Generate detailed reports to track adherence to approval workflows, budgets, and procurement policies, supporting audits and regulatory requirements.

5. Internal KPI Reports

   • Generate detailed reports to measure performance across key indicators like processing time, budget alignment, and approval compliance.

6. Historical Data Trends

   • Review past requisition data to spot trends, evaluate vendor performance, and forecast future procurement needs.

7. Exportable Data

   • Easily export data into various formats for deeper analysis or sharing with stakeholders.

By providing detailed insights into every stage of the requisition process, PLANERGY helps organizations improve transparency, optimize spending, and enhance procurement efficiency.

PLANERGY provides extensive reporting and analytics tools for purchase requisitions, offering insights that empower better decision-making and process optimization. Key features include:

1. Real-Time Reporting

   • Access up-to-the-minute data on requisitions, approvals, and spending to track performance and ensure alignment with budgets.

2. Customizable Dashboards

   • Create tailored dashboards to monitor key metrics like approval times, spending trends, and requisition statuses.

3. Spend Analytics

   • Analyze spending patterns by department, supplier, or category to identify cost-saving opportunities and improve procurement strategies.

4. Compliance Reports

   • Generate detailed reports to track adherence to approval workflows, budgets, and procurement policies, supporting audits and regulatory requirements.

5. Internal KPI Reports

   • Generate detailed reports to measure performance across key indicators like processing time, budget alignment, and approval compliance.

6. Historical Data Trends

   • Review past requisition data to spot trends, evaluate vendor performance, and forecast future procurement needs.

7. Exportable Data

   • Easily export data into various formats for deeper analysis or sharing with stakeholders.

By providing detailed insights into every stage of the requisition process, PLANERGY helps organizations improve transparency, optimize spending, and enhance procurement efficiency.

At PLANERGY, your data’s security isn’t just a feature, it’s a foundation. We take every step to ensure your information stays safe, private, and fully under your control:

• End-to-End Encryption: All data is encrypted both in transit and at rest, protecting it from unauthorized access every step of the way.

• Smart Access Controls: Define who can view or edit information with customizable, role-based permissions that protect sensitive data across your organization.

• Built-In Compliance: PLANERGY meets established industry standards and regulations, so you can feel confident your data is always handled with care.

• Ongoing Security Checks: We regularly audit and test our systems to proactively spot and fix vulnerabilities—before they become risks.

We know trust is earned, and we’re committed to earning it every day by keeping your data secure.

PLANERGY offers comprehensive support and training to ensure your team can effectively use its budget management software. Key offerings include:

1. Onboarding and Training

   • Personalized onboarding sessions tailored to your organization’s workflows.

   • Hands-on training to help your team quickly get up to speed.

2. Ongoing Support

   • A dedicated support team is available via email, phone, and screen-sharing for help with any questions or issues.

   • Proactive guidance to help you adapt the software as your needs evolve.

3. Resource Library

   • Access to an extensive library of user guides, video tutorials, FAQs, and best practices to maximize the software’s value.

4. Customer Success Team

   • A dedicated customer success team focused on your success, offering strategic advice to help you achieve long-term success with PLANERGY.

5. Regular Updates and Enhancements

   • Continuous improvements to the software with ongoing updates and new features based on customer feedback.

These resources ensure a seamless implementation and provide your organization with the tools and expertise to optimize your budget management process.

Implementation timelines depend on the size of your organization and the complexity of your specific requirements.

On average, implementation takes between 3 and 8 weeks, depending on the scale and complexity of the implementation requirements.

We build a custom implementation roadmap to reflect the size of your business, your requirements, and how motivated you are to go live.

PLANERGY’s team works closely with you throughout the process to ensure a seamless deployment, typically organized into the following stages:

• Needs Discovery:Assessing your needs, goals, and existing workflows to tailor the PLANERGY solution to your organizational needs.

• Configuration, Integration, and Implementation:Customizing PLANERGY to align with your workflows and processes for optimal performance.

  Seamless integration with your accounting or ERP systems for accurate data synchronization.

• Team Training: Conducting training sessions to empower your team to use the software effectively.

• Go-Live and Support: Launching the system with ongoing assistance to ensure smooth change management.