Business management · Budget
Annual planning in a live spreadsheet with scenarios and assumptions, provisions that fill in from real data, a collaborative campaign with a cap per manager, budget versus actual with drill-down to the document, and a funds gate on purchasing, accounts payable, payroll, and freelancer fees. Your company's budget stops being a dead January file and becomes the daily regulator of spending.
The problem and the fix
If any of these situations sounds familiar, it is because they happen in almost every graduation company, until the right system comes in.
The budget is built with care in January and forgotten until December, when it becomes an excuse.
Budget vs. actual tracked month by month, with a balance and variance matrix per line, drill-down to the payable or invoice behind each amount, and a monthly close that freezes the period.
Each manager spends what seems reasonable, and the company only finds the overrun at closing.
A funds gate right in the expense modules: accounts payable, purchasing, fleet, freelancer fees, payroll, and commissions check the balance before committing, with a policy to alert, require approval, or block.
Building the annual budget means a month of spreadsheets emailed back and forth with every manager.
Collaborative planning with a cap allocated by cost center, a "My Proposal" screen for each manager, return rounds with suggested cuts, and approval with a negotiation trail.
Provisions for payroll, 13th salary, vacation, and taxes are calculated by hand and always come out wrong.
Automatic provisions: payroll with charges accrued by period, taxes at the regime's rate on budgeted revenue, and recurring expenses at the average of the last twelve months.
Nobody can say how much the Law class needs to bring in to turn a profit.
Graduation budget with a feasibility simulator: how many graduates the class needs to break even, cost per graduate broken down, and projected versus actual margin.
A line's variance is discovered only once it has already become a consolidated loss.
Predictive overrun alerts before they happen, automatic variance explanations naming the biggest contributors, and recurring overrun analysis with an ABC curve.
In practice
Everyday situations at graduation companies, from the problem to the result, using the modules on this page.
A company with six cost centers built its annual budget by emailing spreadsheets, with conflicting versions and nobody sure which one counted.
It opened a collaborative planning cycle: caps allocated by cost center, each manager built their area's proposal on their own screen, and returns came back with suggested cuts and comments.
The budget was approved in two weeks, with a full trail of what was negotiated and by whom, and each manager tracked their area's scoreboard all year long.
At the peak of event season, purchase orders for decoration and giveaways grew beyond plan without anyone noticing.
The funds gate on order issuance started blocking anything without budget balance, requiring an approved transfer between lines to release it.
Spending was reallocated deliberately, with funds moved from idle lines to critical ones and approvals on record, and the year closed within budget for the first time.
The company was competing for an Engineering class, and the committee was pushing for a discount that looked small.
The feasibility simulator showed how many graduates the class needed to break even at that price, with cost per graduate broken down into photos, album, event, and staff.
The proposal was adjusted to a level that protected the margin, and the class closed with enrollments above the calculated break-even point.
How it works
Every step is a real module, and what comes out of one goes into the next without anyone typing it again.
Module by module
7 modules and 47 features on this page, all running on the same class, graduate and event records.
The annual budget in a live spreadsheet, with scenarios, assumptions, and formulas.
Rules that fill in the budget line from real data.
Budget campaign with a cap per manager, rounds, and approval.
Month-by-month execution, with drill-down to the source document.
Limits, approval levels, and blocking of spending without balance, right in the expense.
Margin per class, cost per graduate, and event budget.
AI copilot, predictive alerts, and approvals from your phone.
Compare the modules and choose the setup that fits your operation.