Budget Creation and Tracking | docs.worklog360.com

Budgets

Budgets are a core part of how Worklog360 tracks and manages time, costs, and revenue across projects, clients, and internal work.

At their core, budgets act as containers for worklogs. They collect the relevant billable and non-billable time entries for a specific Worklog360 Project and budget period.

Because every Worklog360 Project is connected to a Jira Space, budgets connect the work happening in Jira with the commercial side of the project.

Budgets can be used for:

Client projects
Fixed-price work
Time & Materials work
Retainer agreements
Internal projects where time and cost need to be controlled (work in progress)

In short, Budgets are the foundation of Worklog360’s financial management. They connect time tracking, rates, project progress, services, and invoicing into one workflow.

Creating a Budget

To create a budget:

Go to Financials → Budgets
Click Create Budget
Complete the budget form

Budget name

Enter a clear name that helps users recognize the budget later.

Examples:

Website Redesign 2026
Customer Support – October
Mobile App Phase 1

The Budget name is what users will see throughout Worklog360, so it is best to use a name that clearly describes the commercial engagement or budget period.

Budget key

Enter a unique identifier for the budget.

Examples:

WEB-2026
SUP-OCT-26
BUD-001

The key can be used as a short reference when identifying the budget in reports and administration screens.

Project Scope

Worklog360 Project

Select the Worklog360 Project that this budget belongs to.

This is an important field because it defines the business project that the budget is connected to.

The selected Project determines:

Which Jira Space the budget belongs to
Which client is associated with the budget
Which Jira work can be included
Where the budget will appear in project reporting

A budget always belongs to one Worklog360 Project.

Jira Space

The Jira Space is automatically inherited from the selected Worklog360 Project.

You do not need to select it manually.

This connection allows Worklog360 to identify the Jira issues and worklogs that belong to the project.

Client

The Client is also inherited from the selected Worklog360 Project.

This ensures that the commercial information for the budget remains consistent with the Project.

Budget Structure

The Budget Structure determines how detailed you want the commercial structure of the project to be.

You can choose between:

Single Budget

Choose Single Budget when you want one overall budget for the project or period.

For example:

Website Redesign — $40,000

All relevant worklogs contribute to the same overall budget.

This is the best option when you mainly want to track:

Total budget
Amount consumed
Remaining budget
Overall project progress

You can optionally split the budget into Milestones later.

Service-based Budget

Choose Service-based when the project is made up of several separate services or deliverables.

For example:

Website Redesign
UX Design — $5,000
Front-end Development — $15,000
Back-end Development — T&M
Testing — $4,000

Each service can have its own:

Billing type
Estimated effort
Price
Jira scope

This is useful when you want Worklog360 to understand what kind of work was sold to the client, not only how much the whole project costs.

Budget Period

The Budget Period determines when the budget is active.

Custom period

Choose Custom period when the budget has a fixed start and end date.

You will then define:

Starting date

The first date on which worklogs can belong to this budget.

For example:

1 October 2026

Work logged before this date will not normally be considered part of the budget.

End date

The last date on which worklogs can belong to the budget.

For example:

31 December 2026

Together, the start and end dates define the active budget period.

Recurring

Choose Recurring when the same type of budget should repeat automatically.

This is especially useful for:

Monthly retainers
Quarterly retainers
Support contracts

For example:

€5,000 every month for 12 months

Instead of creating 12 budgets manually, Worklog360 can create the repeating budget periods for you.

Depending on the configuration, you will define the recurrence interval and the number of occurrences.

Owner

Select the person responsible for the budget.

The Owner is typically:

Project Manager
Account Manager
Delivery Manager
Financial owner

This field helps teams understand who is responsible for monitoring the budget and taking action when it starts approaching its limit.

PO number

Enter the client’s Purchase Order number, if one exists.

Example:

PO-45832

This field is optional.

It is useful when your client requires the PO number to appear in financial records or invoices.

Budget Value

Unit

Choose how the budget should be measured.

Money

Use Money when the budget represents a financial value.

Example:

$50,000

Worklog360 will track the financial value of the work against the budget.

Hours

Use Hours when the main constraint is the amount of time available rather than money.

Example:

500 hours

This can be useful for support contracts, internal work, or projects sold as a block of hours.

Currency

For Money budgets, select the currency used by the client agreement.

Examples:

The selected currency is used across the budget and its services.

Amount

Enter the total amount available for the budget.

For a Money budget:

50,000 USD

For an Hours budget:

500 hours

This becomes the total value against which Worklog360 calculates consumption and remaining budget.

Budget based on

The Budget based on field determines which time should contribute to budget consumption.

For example:

Billable time

When Billable time is selected, Worklog360 uses the billable portion of worklogs to calculate budget consumption.

For example:

A user logs:

8 hours total
6 hours billable

Only the 6 billable hours contribute to a budget based on Billable Time.

This is particularly useful for client budgets because internal or non-billable work does not reduce the commercial budget.

Milestones for Single Budgets

After creating a Single Budget, you can add Milestones from the Budget Details page.

Milestones allow you to split one total project budget into delivery or billing stages.

For example, a $100,000 budget could be divided into:

Discovery — 20%
Development — 50%
Testing — 20%
Deployment — 10%

Creating a Milestone

Click Create Milestone.

Name

Enter the milestone name.

Examples:

Discovery
Design Complete
UAT
Deployment

Use a name that represents a meaningful delivery or billing stage.

Description

Add additional information about what the milestone represents.

This is optional but can help users understand what needs to be delivered before the milestone is considered complete.

Start Date

Enter the date when the milestone begins.

The date must fall within the overall Budget period.

End Date

Enter the expected completion date.

Milestone dates cannot overlap with another milestone.

Percentage

Enter the percentage of the total budget allocated to the milestone.

For example:

If the overall budget is $100,000 and the milestone percentage is 20%, Worklog360 calculates:

Calculated billing value = $20,000

Calculated Billing Value

This field is calculated automatically based on:

Budget amount × Milestone percentage

Users do not need to calculate the value manually.

Status

Select the current milestone status.

For example:

Planned
Ready to Invoice
Invoiced

This helps teams understand which delivery stages are still in progress and which are financially ready for invoicing.

Services for Service-based Budgets

When you create a Service-based Budget, a Services tab becomes available in Budget Details.

A Service represents a commercial part of the project.

Examples:

UX Design
Development
QA
Consulting
Project Management
Support

Each service can have its own pricing and Jira scope.

Adding a Service

Click Add service.

Service name

Enter a clear name for the service.

Examples:

Front-end Development/ Front End Developer
QA Testing / QA tester
Architecture Consulting / Consultant 1

The name should describe what the client is buying.

Service category

Optionally select a category for the service.

Categories can be useful for grouping similar services across projects and reports.

For example:

Development
Design
Testing
Consulting
Project Management

Description

Add a more detailed explanation of what is included in the service.

For example:

Development of the customer-facing portal, including responsive UI and integration with backend APIs.

This is optional, but useful when the commercial scope needs additional context.

Billing Type

The Billing Type defines how the service is charged to the client.

Fixed Price

Choose Fixed Price when the client has agreed to pay a predefined amount regardless of the actual time spent.

Example:

Front-end Development — $10,000

If the team spends 100 hours or 130 hours, the agreed service price remains $10,000.

This makes Fixed Price suitable for clearly defined deliverables.

Time & Materials

Choose Time & Materials when the service value is based on the actual time delivered and applicable billing rates.

Example:

Consulting — actual billable hours × hourly rate

This is suitable when the final amount depends on how much work is actually performed.

A Service-based Budget can contain a mix of Fixed Price and T&M services.

Estimated Time

Estimated Time represents the planned effort required to deliver the service.

You can choose how the estimate is calculated.

Manual

Choose Manual when you want to enter the estimate yourself.

Example:

Estimated time: 120 hours

Use this when the commercial or delivery estimate is maintained directly in Worklog360.

From Jira estimates

Choose From Jira estimates when you want Worklog360 to use the estimates already available in Jira.

This is useful when the project team already estimates work at issue or Epic level and you want those estimates to feed into the service planning.

Estimated time

The Estimated Time field shows how much effort you expect the service to require.

It is primarily used for planning and comparison with actual time.

For Fixed Price services, changing the estimate does not change the agreed service price.

Pricing

The pricing fields depend on the selected Billing Type.

Fixed amount

For Fixed Price services, enter the amount agreed with the client.

Example:

$5,000

This is the amount Worklog360 considers as the commercial value of the service.

Currency

The currency is inherited from the parent Budget.

This ensures all services inside the same budget use the same currency.

Jira Scope

The Jira Scope determines which Jira work belongs to the service.

Epics

You can optionally connect one or more Jira Epics to the service.

Example:

Service: Front-end Development
Epic: Customer Portal Frontend

Worklog360 can then associate work logged against issues under that Epic with the corresponding Service.

This is especially useful when the commercial structure of the project maps naturally to Jira Epics.

No Epic selected

If you do not select a specific Epic, the Service can use the broader Jira Space as its scope.

This can be appropriate when:

The service covers most of the project
The Jira work is not organized by Epic
You want users to select or assign the Service manually

The overall relationship becomes:

Jira Issue → Epic → Service → Budget → Worklog360 Project

How worklogs are assigned to Budgets

Once the budget has been created, Worklog360 uses the Project, dates, and scope to determine which worklogs belong to it.

A worklog generally needs to:

Belong to the Jira Space connected to the Worklog360 Project
Have a work date inside the Budget period
Match the relevant Budget or Service scope

For Service-based Budgets, Worklog360 can also use the issue's Epic to identify the correct Service.

Example

Imagine you have the Worklog360 Project:

Customer Portal

Connected to:

Jira Space: PORTAL

You create a Service-based Budget for:

1 October – 31 December

with the following Services:

UX Design — Fixed Price — $5,000
Front-end Development — Fixed Price — $15,000
Backend Consulting — T&M

A developer logs 6 hours against a Jira issue inside the Front-end Development Epic.

Worklog360 can associate that work with:

Customer Portal → Q4 Budget → Front-end Development

This means you can see not only that the project consumed 6 hours, but which commercial service consumed those hours.

Existing and unassigned worklogs

Some worklogs may already exist before the Budget is created or may have been created directly in Jira or another application.

Use Worklogs & Budget Administration to review and update these worklogs.

You can:

Mark worklogs as billable or non-billable
Update billable rates
Update calculated amounts
Assign worklogs to Budgets
Correct missing Budget or Service assignments

This is useful when migrating existing projects into Worklog360 or correcting historical data.

Choosing the right Budget Structure

Use Single Budget when you want one overall amount and mainly care about:

Total Budget → Consumed → Remaining

You can optionally use Milestones for phased billing.

Use Service-based Budget when you want to understand the commercial structure of the project in greater detail:

Project → Budget → Services → Jira work

This is especially useful when the project includes multiple deliverables, different billing types, or services mapped to specific Jira Epics.