How Budgeting Software Can Be Useful To Organizations

For organizations, running operations requires owners and stakeholders to review finances. A lot of businesses use manual accounting tools to measure, identify, analyze and report financial data. These tools might include everything from financial statements, budgeting, forecasts and other tools. However, since manual accounting usually eats up a lot of a company’s resources, a large number of businesses now rely on budgeting software to manage their finances.    


There are various reasons why businesses often replace manual accounting with software. One of the reasons is that manual budgeting is open to human error. Moreover it takes longer for staff to generate reports manually or process larger transactions the same way. And they also get damaged easily. With all of your accounting data on budgeting software, you have all your data in one place. The best part is that the software can resolve mathematical functions through inbuilt computing processes unlike manual processes that rely on paper based methods for calculations. Sophisticated backup systems ensure that your data is secure at all times in case of hardware malfunctions and data entry can be done with a few clicks.

Why Budget at All?

It’s simple really; the more money businesses save, the more they have to spend on projects that add value. Without a budget, creating any action plan for business is a shot in the dark. Without it, a company won’t be able to identify current capital, estimate expenses or anticipate revenue.

On that note, here are other reasons why budgeting software is crucial for any business:

To Control Finances

One of the best reasons why businesses need to budget is to have more control over their operations is to control where they spend their finances. Continuous budgeting and finance reviews keep a company’s funds in check and ensures that it doesn’t go over budget.

Owners can’t always predict when revenues stray from forecasts. Your sales might exceed for any period or processing certain operations might have cost more than your original forecast. In any case, you will have to tweak your budget at some point, which can be easily done with budgeting software.

To Plan Operations

A budget is like a planning tool – it helps you determine how much you can spend on different operations without draining your funds. Companies often compare current and previous budgets to see whether results are improving based on financial activities regarding liabilities, equity, costs, assets and revenue over time. A budgeting tool can make it easier for accountants or staff to categorize these factors and automate the whole budgeting process. And since the process is fully automated, it saves time in creating master budgets with planned inputs such as sales revenues and outputs or their expenses. In other words, this budget can be used to estimate what a company receives from its sales revenue and how much it will have to pay for it.  

To Manage Static Budgets

Some businesses allocate static budgets to certain operations to control costs. For example, a construction company might a fixed budget for storage each year regardless of the amount of sales it receives.

To Evaluate Performance

Since a budget is often used to see how a company performs every year, it can be a pretty handy tool. As a business owner, you can use it to estimate expenses and compare it total expenditures or what you have already spent on. If there are anomalies in your forecast, you can always compare these factors to review your finances for any errors.

Usually, companies hire accountants or have separate accounting departments to handle these tasks. However, that isn’t always a practical choice for many owners especially those who run smaller ventures and have to adhere to narrower budgets as compared to larger firms. This is why they turn to accounting software which gives them an affordable way to manage their finances according to where they are needed the most.

To Limit Expenditures

For businesses, budgeting is necessary to ensure that they do not spend more than they have to on resources or unessential items. But manual accounting methods are open to human error. Also, since manual budgeting reports are not always in front of you, you can end up spending more than your original cap. Budgeting software can draw up records of previous transactions with a few clicks which can help you limit your spending.

To Plan for Growth

As mentioned, budgeting software is a great way for businesses to automate their budgets and keep track of their expenses. Any capital that you save can be used in reserve for any business opportunities or new ventures that might contribute to your company’s growth.

To Manage Cash flow

Any cash that is flowing in or out of a business within a specific period of time is called its cash flow. Businesses, especially larger ones, often use budgeting software tools to manage their cash wisely or to determine whether they have enough funds to continue operations.  For example, a real estate firm might use budgeting software to determine if it can start promoting more deals before being paid for the deals that are in progress.

To Establish Net Worth

Most budgeting software comes with functions that can calculate a business’s net worth. A business’s net worth is the amount or value of every asset you own without the debt. In other words, it is the total assets that remain after your account for all liabilities.

Your business’s net worth is the most important measure of your corporate wealth. The data it contains is vital if you plan for growth. It is also used as a record of your company’s financial health and can be presented to potential shareholders who might want to invest in your business.

Accounting tools give a consolidated view of your accounts. For example, it may display your net worth on one page and show you how it is performing in real time. In this way, you can make necessary adjustments to how much you spend or save.

Types of Accounting Software

Just as there is more than one type of budget, there is more than one type of budgeting tool. It all comes down to what and how you need to save money regarding business needs.

Every business plans finances differently and has different budgeting requirements. Some might require software to keep track of equipment purchased while others might need it to track sales or payroll. Choosing the right type of accounting software that can suit your needs is important. There can be several reasons for this. Based on your operations, you can use a customized budgeting tool to manage your funds in ways that provide you with the most value or make it easier for you to use them wisely. Here are some of the most popular types:

Enterprise Budgeting Software

Budgeting software doesn’t only help small businesses cut costs; they can also help large organizations budget finances on an enterprise level. Budgeting tools that fall into this category are known as enterprise budgeting software.

Larger organizations are spread out in multiple departments and allocating or planning budgets for all of them is complex. The beauty of web enterprise accounting app is that it is designed to specifically manage this complexity. To make the most of the tool, organizations often sign up for additional services like business intelligence, workflow management and project planning. Most enterprise software offer freemium accounts but they are only for businesses that have limited employees. If you want to make the most of it, go for the paid packages.


Spreadsheet programs are one of the most common budgeting software for business. They are usually used to list expenses and resolve basic accounting needs and even advanced functionalities. Some businesses often rely solely on spreadsheets to keep their budgets on track while others integrate it with other budgeting tools.

Commercial Budgeting Software

If you would rather track expenses using graphs, commercial budgeting software can be a handy tool. It includes graphs and reports in which you can summarize crucial business info easily and have an idea about a business’s health.

Customized Accounting Software

Off the shelf software is designed to meet most business requirements which are why it is easily adopted. It also saves businesses money. However, as your business grows, your staff may be required to create its own accounting software to accommodate different departments. In time, it might have its own accounting software created to resolve various accounting situations.

Most businesses opt for personalized solutions because off the shelf software does not allow any modifications that might help them manage their budgets in a meaningful way. Either that or the current programs they use are not compatible with the software, in which case a customized tool becomes the best option.  

Preparing a budget can be overwhelming for some. All those numbers, dates and months can leave you feeling burdened but it is a crucial part of running your business. Choose your software wisely. The right budgeting software can help you monitor growth, plan your assets wisely, establish your net worth, limit expenses, secure backups of accurate accounting data for future reference and run your business better.

Daniel Epstein

By Daniel Epstein

Daniel Epstein is a senior financial research analyst at FinancesOnline and the architect behind our Fintech and ERP content division. His main areas of expertise are blockchain technologies, cryptocurrencies, and the use of biometrics in fintech solutions. His work has been frequently quoted by such publications as Forbes, USA Today, Entrepreneur, and LA Times. With more than 1,800 solutions scrutinized in the last 5 years spent on our team he always prioritized offering readers an unbiased perspective on modern financial technologies.

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