Facility Budgets
Set maintenance budgets by period and category, and watch live spend against them.
FacilitySync → Budgets compares what you have actually spent against targets you set. It is the one facility figure that is not a report — it is always live, so there is nothing to run.
Why it is not in Reports
Every report in the workbench aggregates one table: tickets, equipment, contractor jobs. A budget compares spend against a target that exists nowhere in that data, so it has its own page rather than being bent into the reporting engine.
Who can see budgets
Owners, managers and the Facility Manager role. A maintenance technician cannot reach this screen — budgets show spend against target for the whole venue, which is not something the person fixing the air conditioning needs.
Creating a budget
- Click Add Budget
- Name it for the period it covers — "2026 Facility Budget", "March 2026 Maintenance"
- Choose a period type: monthly, quarterly or annual
- Set the start and end dates
- Set the amount
- Optionally scope it to a category
- Set an alert threshold as a percentage
Overall and category budgets
A budget with no category set is an Overall budget — it counts every maintenance cost in the period. A budget scoped to a category only counts spend in that category.
Both kinds can run at once, and usually should. An annual overall budget tells you whether the year is on track; a monthly equipment budget tells you which month the walk-in cooler broke.
Reading a budget card
Each card shows the period, its type, its category or Overall, a progress bar, and spend against the total as both a figure and a percentage. The marker on the bar is your alert threshold.
Bars are colored by how much is consumed — green while there is room, amber as you approach the threshold, red past the budget. A card past 100% also says how far over it is.
Note: Budget spend is built from the actual cost recorded on tickets. If your team resolves tickets without entering what the work cost, budgets will show near-zero consumption regardless of what you are spending. The budget is only as honest as the cost data feeding it.
Setting a threshold that helps
The alert threshold is where you want to be told, not where you want to stop. Eighty percent of an annual budget in October is fine; eighty percent in April is a conversation. Set it low enough that you find out while you can still do something — a threshold at 95% tells you after the decisions are already made.
Tip: Set an annual overall budget first, before any category budgets. Most venues discover their category split is not what they assumed, and it is easier to carve up a known total once you have a few months of real spend than to guess the splits up front and re-cut them.
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