Staying on budget is essential for a successful project. However, project costs will often experience overruns that not only impact revenue margins but also hinder the execution of future projects, in this article we look at Salesforce Budget Management and elements involved with managing your budgets, projects and billing.
Understanding how to manage project costs and budgets effectively is beneficial for organizations to stay on course.
In this guide, we explore tips on successful project cost management and implementing it on Salesforce.
8 Tips for Salesforce Budget Management
Managing project costs is a rigorous process, and its success lies in understanding the various facets of costs that can arise during a project.
The following are a few tips for managing project cost:
1. Outline your project tasks, milestones, and supplies
This first and foremost tip for successful Salesforce Budget Management, is planning. Before you can estimate costs for your project budget, you need to know precisely what your project goal is and everything you’ll need to accomplish this goal. Identify tasks, milestones, and activities your team will need to complete throughout the project.
2. Estimate your project budget
Once you know what needs to be done to accomplish the project’s goals, you can now compile a realistic cost estimate. Take into account all the project’s phases, activities, and sufficient contingency. Don’t forget to budget the cost of resources such as people, materials, hardware, and software. Use the most up-to-date data you can find to make these estimates.
3. Establish a baseline budget
Once you have a clear working budget, get it approved and the actual funds released and allocated to the project. With this done, you now have a baseline budget to work with.
4. Establish cost controls
Set up precise cost controls that define who oversees what monies, who approves and signs off timesheets, materials, hardware, software, and vendor invoices. Establishing these controls earlier on is crucial to controlling the costs of a project.
5. Record actual costs and calculate metrics
Record the actual amount of money spent on your project at the end of each month in your spreadsheet and compare it to your estimated baseline budget. Doing this regularly will help ensure you are staying within budget. Additionally, calculate metrics at the end of each reporting period. Then compare the total amount spent with what you had planned to spend. If the numbers are far apart, you’ll need to take some action to get back on track and stay under budget.
6. Update forecasts
Sometimes your estimated costs may be higher or lower than the actual costs. When this happens, adjust your forecasts periodically to capture the cost difference. Updating your forecasts will give you a better understanding of using future funds more efficiently.
7. Be transparent
Communicate regularly to senior management about your project’s costs. Communication can be done by including cost metrics and key numbers into project reports. Should you have any budget overruns, ensure that you alert senior management about it and, together, discuss, analyze, and resolve the issue.
8. Review and update your project budget report
Conduct a budget review once you wrap up your project, even if you’ve been monitoring your budget throughout the duration of the project. When conducting a project budget review, note down what went well and what didn’t with your budget. Your report should also accurately capture your final actual budget so you can use it for future project budget estimates.
How Businesses Currently use Salesforce Budget Management
Cost management is an elaborate process that requires attention to detail and a rigorous approach. If you’re currently using Salesforce CRM, managing your project financials within it might be difficult without the help of extra apps.
Integrating project management software such as Mission Control into your CRM can considerably simplify the cost management process, and allow you to develop a successful Salesforce Project Management process.
Instead of relying on employees to keep a count of day-to-day receipts, a project management app will capture and report spending as it happens. The app also allows you to integrate data across planning, estimation, budgeting, and control. This integration enables you to continuously monitor and offer quick, proactive responses rather than one-off interventions.
If you’re running projects across different geographical locations, project cost software will simplify the complexity of multicurrency management in projects.
The software also generates accurate reports on spending and related costs. These reports enable forecasting and, consequently, easier and faster decision-making.
How Mission Control Can Help You Manage Revenue and Billing
Project costs are inevitable as your business grows. However, it’s crucial to monitor expenses regularly. An organized approach to project cost management gives managers control and visibility over their indirect and direct spending, making it easy to minimize costs and prevent budget overruns.
Mission Control, built on Salesforce, makes it easy to enforce project spend controls and minimize costs. Additionally, the app allows you to:
Plan your budget
You can easily plan your budget on Mission Control. The resource management features allow you to assign resources and corresponding hourly rates. These details will be automatically added to your project, and you can track the profit and loss for individual actions, milestones, and projects.
Generate accurate timesheets
Timesheets feature enables project resources to log time to all assigned weekly actions to keep track of hours. Here you can see all billable hours logged on a daily basis. This visibility allows managers to see the actual cost for each resource.
View instant ROI of spend
You can track all your expenses throughout the entire business process and gain total visibility of the return on spending. When the whole team can see the impact spending has on your company’s bottom line, they’re empowered to prioritize spending in the right areas.
When managing project costs on Mission Control, project managers will automatically detect expense duplication, policy non-compliance, and invalid claims. This visibility allows managers to audit expenses before reimbursement. These robust cost controls and audit trails will protect your company from fraud or misuse of funds.
Approve or deny purchases
Mission Control allows you to automate workflows. With these workflows, those in charge of signing off invoices can quickly approve or deny purchases as soon as a requisition is placed.
Dedicated mobile app
Project stakeholders can access the software anywhere, through our dedicated mobile app. Employees can claim expenses even when they’re on the road instead of waiting until they’re back in the office. This accessibility enables managers to approve claims quickly, and finance teams get visibility of spending as it occurs.
Creating and managing a project budget helps you track and control your spending to ensure the project doesn’t suffer from budget overruns. The more project managers can stick to their budget estimates, the higher the company’s ROI.
With Mission Control, managing project budgets on Salesforce becomes easier. You’re able to plan and continuously update your budget. Furthermore, you can compare your monthly expected budget with actual costs to ensure you’re aligning tasks as close to the budget as possible. Hence, you’re able to help your organization stay profitable.
If you’re looking to manage your projects more effectively, Mission Control’s Salesforce Native Project Management Software has a variety of features that will help you organise, run and automate many of your project tasks. Chat with our experts today.