OPEX budgets by ledger and month
Create a twelve-month budget from any starting month, allocate each ledger month by month or split it equally, and see the previous year's actuals beside it as you plan.
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Budgets and petty cash
See what a decision costs before you approve it
FM360AI holds your facilities budget by ledger and month, records what purchasing has committed and spent against it, and manages petty cash with limits, approvals and a replenishment report.
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The problem
The budget is checked after the money is spent
When the budget lives in a finance spreadsheet and purchasing lives elsewhere, nobody approving a purchase order can see what it does to the month.
- Overspends are discovered at month end.
- Committed orders are invisible until the invoice arrives.
- Petty cash is reconciled from a bag of receipts.
What FM360AI does
Budgets and petty cash, in detail
Programme and project budgets
For work that is not routine operations, set up programmes containing projects, each with its own account allocations, or standalone base programme projects.
Committed, spent, available
Approving a purchase commits budget. Paying it converts the commitment to spend. Closing an order releases what was not used. Approvers see the budget impact on the document before they decide, and over-budget requests are flagged for justification.
Budget approval and lifecycle
Budgets move from draft to submitted, approved and active, through an approval workflow with an approval trail, and are closed at the end of the period.
Petty cash with limits
Give each cash holder a limit. Technicians request petty cash from a ticket with an amount, a reason and a photo of the invoice. Supervisors approve, adjust the amount or reject, and each transaction gets a voucher number.
- A warning when 80 percent of the limit is used
- Upload a bill and the transaction form is filled in by AI
- Replenishment reports with approval, Excel export and an Arabic PDF
Budget analytics
Compare budget and actuals by ledger, month and project, with Excel export. Budget utilisation, cost analysis and building-wise expense reports sit alongside.
How it works
From plan to spend
- Step 1
Plan
Set up ledgers and cost centres and build the year's budget month by month.
- Step 2
Approve
Submit the budget through its approval workflow and activate it.
- Step 3
Commit
Purchases approved during the year reserve budget on the lines they draw on.
- Step 4
Spend
Payments convert commitments to actual spend; unused commitments are released.
- Step 5
Review
Budget analytics show utilisation by ledger and month throughout the year.
Who uses it
- Finance controllers
- See commitments as they are made, not when invoices land.
- FM heads
- Know how much of the month's budget is left before signing.
- Cash holders
- Account for petty cash without rebuilding it from receipts.
Good to know
The scope and limits of this part of the product, so there are no surprises later.
- This is budget control for facilities, not an accounting system. There is no double-entry journal, trial balance or profit and loss statement.
- Budgets and transactions use one currency per deployment.
- The Arabic petty cash report PDF is laid out for a specific form design and may need adapting for your organisation.
Questions about budgets and petty cash
Does approving a purchase order affect the budget straight away?
Yes. When a purchase is approved, the amount is committed against the budget line it draws on. When it is paid, the commitment becomes spend, and if the order closes for less, the difference is released.
What happens when a request exceeds the budget?
The document is flagged as over budget or unbudgeted and a justification is required. Payment requests outside the budget follow a separate path in which a signed approval document is uploaded before the request can be approved.
Can technicians claim small expenses from the field?
Yes. From a ticket in the technician app, they submit a petty cash request with the amount, the reason and a photo of the invoice. The supervisor approves it in the console or the mobile app.
Does it replace our accounting software?
No. It tracks facilities budgets, commitments, spend and petty cash so that operational decisions are made with the numbers visible. Your general ledger stays where it is.
See FM360AI with your own buildings in mind
Tell us how requests reach your team today and what you maintain. We will walk you through the product on a call, using the workflows that matter to you.
- A walkthrough of the real product, not slides
- Time for your questions about fit and limits
- No obligation to continue