Project budget and free balance in real time
A budget in a spreadsheet is accurate exactly until somebody emails a copy of it. In Projektiassistent the budget is part of the project: cost lines are tied to activities, VAT is accounted for separately and the free balance updates with every entry — the way grant reporting needs it.
Cost lines tied to activities
A budget line is not just a sum — it is tied to what the money buys. That is what makes it possible to explain, later, where the money went.
Net and VAT separately
Cost lines net and with VAT kept apart — most funders ask for both, and mixing them is the most common mistake.
Free balance in real time
Every entry reduces the balance immediately. You see what is actually free, not what was planned.
Linked to activity and funder
A line is tied to a project activity and, where needed, to a funding source — co-financing and grant kept apart.
Reporting
The cost summary needed for interim and final grant reports comes from the data, not from a table assembled by hand.
A budget that will not quietly overrun
Overruns are not a surprise — they happen because nobody saw them in time. The system keeps the budget and the plan side by side and flags the limit before it is crossed.
- Uncovered budget blocks the launch
If activities have no financial cover, the project stays a draft.
- Schedule changes hit the budget
If an activity slips past a year-end or a reporting period, the system shows what that does to the budget.
- Audit-proof history
Every budget change is recorded with its timestamp — there is a story to tell when the funder checks.
The budget breakdowns funders ask for
Reporting rules differ by programme, but the cuts they ask for repeat. These are kept separate from the start.
Frequently asked questions about project budgets
What is a project budget?
A project budget is a cost plan broken down by activity: every cost line ties to an activity, with net amounts and VAT, co-financing and funding sources kept separate. Its job is not the total figure but making sure every activity is covered and every cost line justified.
How do I build a project budget?
Start from the activities: each activity has costs attached. Projektiassistent drafts the budget from the project plan and you refine the amounts — so no activity is left uncovered and no cost line unexplained.
Is VAT handled separately?
Yes. Cost lines are kept net with VAT accounted for separately, because some funders cover VAT and some do not. Mixing them is the most frequent error in grant reports.
What does free balance mean?
The part of the budget that has not been spent or committed. It updates with every entry, so you see the real position rather than the planned one.
Is the budget suitable for grant reporting?
Yes — the cost summary and the split by funding source are in the form reporting needs, together with a change history.
Can I change the budget later?
Yes, and the change stays in the history. If it affects the schedule or risks, the system shows that connection.
What Projektiassistent does for you
Project plan generator
Describe the project in your own words — the AI drafts a structured plan.
→🛑Decision readiness
The system tells you what is still missing for a decision.
→🧩Tasks and work breakdown
Break the project down: tasks, subtasks and a WBS.
→📊Gantt chart
Schedule, dependencies and milestones — generated from your plan.
→🔀Kanban board
Task flow in columns — tied to the plan, not a separate list.
→🧭Methodologies
Scrum, Kanban, Waterfall, PRINCE2, hybrid or simple project.
→👥Resource planning
Who is overloaded and who is free — before a deadline slips.
→⚠️Risk analysis
Risk register, impact–probability matrix and mitigations.
→📊Reporting
A status report for management in seconds, not hours.
→🗂️Project portfolio
Every project on one screen — an aerial view, not a magnifying glass.
→🤝Team collaboration
Share the project, set permissions, keep data separated.
→🧠AI project manager
Chat, recommendations, what-if and meeting notes in one.
→🔌Integrations
REST API, webhooks, Slack, Teams and calendar.
→🔒Security and GDPR
Layered access control, audit log and GDPR compliance.
→Get your project budget under control
14 days free — all Pro features, no card required.
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