Fill in your team's budget

Use this when finance has asked you to propose your team's budget for the year.

Your team's budget is a private copy of the plan, built on top of your live records. Nothing you change here touches your live records or anyone else's team.

You need access to budget proposals — ask your Flowstate admin. To see or change pay in your budget, your role must also allow it.

Open your budget

1. Select My budget at the top of the sidebar, or open the Inbox task Submit budget proposal for your team.
2. If you have more than one, choose the Budget and Team at the top of the page.

Find your way around My budget

The top of the page shows your team's name, its status, and the buttons Edit my budget and Submit for review. Below them are your team's figures for the fiscal year, each compared with your live records:

Figure	What it shows
Forecast, labelled with the fiscal year — for example 2025/26 Forecast	What your team's budget costs across the year
FTE	Average FTE across the year
Employees, Contractors	People on the books at the end of the year
Vacancies	Open roles at the end of the year

Select a figure to see how it's made up.

The tabs at the bottom of the page:

• Overview — only if your team has sub-teams. Their budgets, for you to review and approve. See Review, approve or send back a team budget.
• Changes made — every change in your budget, including any finance made for every team, such as open vacancies removed at the start. People moving in or out of your team show above the list.
• Forecast — your team's forecast for the fiscal year, including its sub-teams.

Make your changes

1. Select Edit my budget. People and teams opens inside your team's budget.
2. Change your team the same way you would in live data:

To	Do this
Add a hire	Add a vacancy for your team. It must start on or after the first day of the budget's fiscal year. See Vacancies.
Remove a planned hire	Delete or end the vacancy.
Plan for someone leaving	End their allocation or employment on the date they leave.
Move someone to another team	Select Change team on their row. If that team has its own budget in this run, its manager needs to accept. See Move someone between team budgets.
Change project allocations	Change who works on which projects, and at what FTE.
Change pay	Change a salary, contractor rate or bonus, with the date it takes effect.

While you're inside your budget, the sidebar changes:

In the sidebar	What it's for
Back to my budget	Return to My budget
Make changes, Review & submit, Manager approval	Where your budget is up to
Overview, Changes made, Team forecast	Your team budget's own pages. Team forecast is your team's forecast
Make changes	People and teams and Roadmap, where you make changes
See the impact	Forecast — the full forecast page, with your budget's changes included
The button at the bottom	Review & submit until you submit, View submission while it waits for approval, then View approved budget

To explain a change to your approver, open Changes made and select Discuss on its row. To change or undo one of your own changes, open Changes made from the sidebar and select Edit change to open the person, contractor, vacancy or project, or Revert change and then Revert.

Tip

Your approver or finance can also change your budget before you submit. Check Changes made before you submit.

Check and export your team's forecast

1. On My budget, open the Forecast tab, or select Team forecast in the sidebar.
2. Choose Monthly, Quarterly or Yearly.
3. To download it, select Export, choose what to include, and select Export. See Export the forecast.

The export covers your team and its sub-teams for the budget's fiscal year, with your changes included.

Submit it

1. On My budget, select Submit for review. Or, inside your budget, select Review & submit, then Submit for review.
2. Select Confirm.

You can't change your budget after submitting. After you submit, the pages under Make changes show Submitted — read only. If you need it back, ask your approver to send it back.

What happens next

• Your approver gets a task to review it.
• If they send it back, you get the task Revise budget proposal for your team, with their comment. Make the changes and submit again.
• Once it's approved, your budget rolls up into the budget of the team above.

If something's not right

"No budget request assigned to you yet". Finance hasn't sent the request yet, or you don't manage a team in it. Ask your finance lead.

You changed the wrong team. If you manage more than one team, check Team at the top of My budget before you select Edit my budget. Undo the change with Revert change.

You can't submit. You've already submitted — the button says Already submitted for review — or someone you moved into another team's budget is still waiting for that manager to accept. See Move someone between team budgets.

There's no Edit change on a row. Open Changes made from the sidebar inside your budget. Changes that finance made for every team can't be changed from your budget.

You can't see or change pay. Your role doesn't include pay. Ask your Flowstate admin.

A new hire's start date is refused. Hires in a budget must start on or after the first day of the budget's fiscal year.