Budgets

Monitor spend caps across the account, and track utility or spare-parts budgets on a property or maintenance contract.

Written for Account operators User guide last reviewed on 2026-10-26

Budgets appear only when Enable budget feature is turned on in account settings. When off, budget cards, reports, mobile widgets, and the sidebar Budgets item are hidden.

Central Budgets screen

Open Budgets in the sidebar to monitor every property and contract budget for the account. You see:

The account monthly budget strip with this month’s maintenance-request spend and utilization. Tenant admins can Set monthly budget / Edit monthly budget in a dialog on this screen (same value as in account settings). Use the page toolbar for the budget report
Counter cards in two rows: All budgets, Properties with a budget, and Contracts with a budget, then Healthy budgets, Near the cap (warning or critical), and Over budget, each with its share of all budgets. Click a card to show only those budgets in the list; click it again (or All budgets) to clear that filter. The counts follow the type, branch, and search filters.
Filters for type, entity (property or contract), branch (when branches are on), health status, and search
Progress and health badges so you can scan for exceeded or at-risk caps, then open the property or contract

This screen does not create property or contract budgets. Add or edit those on the entity (below). To rename, add, or delete budget types, use Manage budget types in the page toolbar (see Budget types below).

On a property or contract

Budgets also appear when you edit a property (card before save) or a maintenance contract (Budgets tab on edit — not create). A building, a unit, or a specific contract can each carry its own set, and you can add several budgets of the same type on one record (for example two Utility / services caps, one for electricity and one for water — use the notes to tell them apart). The one exception is the auto-tracked Spare parts budget: one per property or contract. A budget has a type and a cap amount; the currency is always your account currency.

Budget types

Every account starts with two types: Utility / services (manual charges) and Spare parts (tracked automatically). Add your own operating categories — cleaning, out-of-scope works, and so on — straight from the Type list in Add Budget (type a new name and pick Create budget type), or from Manage budget types on the central Budgets screen. Types you add always use manual charges.

In Manage budget types you can rename any type and delete a type you added once no budget uses it. The two default types cannot be deleted. Creating, renaming, and deleting types each need their own budget-type permission; anyone who can add budgets can still pick an existing type.

Utility / services and other manual types

A Utility / services budget (electricity, water, and similar recurring costs) — or any type you added — is a cap you log charges against yourself. Use Log Charge to record an amount, a date, and a description — for example a monthly bill. Open View audit trail on the card (or from the central Budgets screen) to review the charge ledger (and remove a mistaken charge from there); the remaining amount recalculates.

Spare parts

A Spare parts budget tracks itself from materials already used on linked maintenance requests: consumed is the pre-tax cost on each linked material line (quantity × the price recorded on the request — the same “price before tax” figure on the request profile). If a line has no cost recorded, Nabeeh falls back to quantity × the inventory item's Unit price. Tax on the line is not added into the budget. You cannot log a charge on this budget manually. Open View audit trail to see the maintenance-request material lines that make up consumed and remaining.

On a maintenance contract, materials count when they match items on that contract’s materials list (and child inventory items that roll into those parents).
On a property, materials count from maintenance requests on that property and its descendants (including requests on assets under that tree). The same material line can also contribute to a contract spare-parts budget if both exist — each cap is independent. Prefer one spare-parts budget per level so roll-ups stay clear.

Note: Spare-parts budgets only appear once Inventory is on for the account. If a material line has no cost and the inventory item has no Unit price, that line contributes 0 — set a price on the request material or on the inventory item.

Reading the numbers

Each budget shows its cap, what has been consumed, and what remains. Remaining is not a hard stop — it is a figure for your own follow-up. Use View audit trail when you need the raw rows behind those figures. On the central screen, health badges use the same warning / critical / exceeded thresholds as the budget report.