Budgets & Purchase Orders

What it is

daagwerk helps you keep agreed budgets in view – from a simple project budget to a full-fledged purchase order (PO).

Project budgets

You set a project budget (in hours or money) on the Project. You find the overview of all budgets under Manage → Budgets:

• Toggle between gauge and bar as well as time and money.
• Filter all / active / expired, saved searches.
• Traffic-light colors: green < 50 % · yellow 51–75 % · red ≥ 76 %.

Purchase orders (POs)

For larger or more formal customers, purchase orders are a full-fledged budget with automatic assignment.

How to create a purchase order

1. Open a Job or a Project and switch to the Purchase orders tab.
2. New purchase order – enter:
   • Number (unique per account),
   • Budget in hours or money (+ currency),
   • Duration (start, optional end),
   • optionally a recipient (internal or external) for the proof.
3. Save – the purchase order is active.

Per carrier (job or project) only one purchase order is active at a time.

Automatic assignment & splitting

• Bookings on a job with an active purchase order are automatically assigned to it.
• If a booking exceeds the budget, it is automatically split: the matching part onto the purchase order, the rest onto a successor PO or left open.

Status & lifecycle

A purchase order is active, exhausted, expired or similar. Via the detail view you can edit it or manually mark it as exhausted.

Orphan bookings & backfill

Bookings without a purchase order, even though POs exist for the job/project, are a “negotiation gap”. daagwerk makes them visible via a toggleable purchase order column.

Via backfill you retroactively assign such gap bookings to a purchase order – with a preview (dry run) before applying.

Proof recipients

A recipient can be set for each level. For the proof, the most specific source applies:

Purchase order → Job → Project → Account → Tenant

Monitoring

When a budget reaches 80 %/100 % or a purchase order expires, daagwerk automatically informs the internal roles – see Notifications.

Tips & pitfalls

• A project with a budget may well contain fixed-price jobs (fixed allotments). Retainers/flat fees, by contrast, belong more at the account level.
• After creating a successor PO, cleanly assign the gap bookings via backfill.