Overview
Budget Reallocation Approval Limits allow you to control when approvals are required based on the value and impact of a reallocation. You can configure approval thresholds using Net, Gross, or Cumulative values, restrict approvers by project role, and optionally include client approvals. To ensure every budget reallocation can be processed, at least one approver must be configured with No Limit.
Key Concepts
Net – The increase in the overall budget total resulting from the budget reallocation.
Gross – The total amount transferred between cost codes (the combined increase and decrease amounts).
Cumulative – The total impact of the current budget reallocation plus all previous budget reallocations.
Example: If you have three pending budget reallocations, the cumulative rule evaluates the combined effect of all three reallocations to determine whether additional approval is required.
Process
How to Assign Approvers
Navigate to Project Settings > Financial Approval Workflows.
Go to the Budget Reallocations tab.
Click Create Internal Approval Workflow.
Set Approval Limits by toggling Approval Limit to On.
For each approver or reviewer, define thresholds using the following values:
No Limit
Net
Gross
Cumulative
Choose conditions such as Greater Than or Less Than.
Roles: User selection is limited to team members with the selected project role. To remove this limitation, deselect the role.
User: Select a user who has the selected project role assigned.
Ensure One Approver Has No Limit: At least one approver must have no approval limit to ensure all reallocations can be processed.
Client Approvals: Configure the client approval setting by selecting one of the following options:
Send to Client – Sends the item to the client for approval.
Record Approval – Records the approval internally without sending it to the client.
Disabled – Disables client approvals.
Note: If Send to Client is selected, you can also configure an Approval Limit, if needed.
Important Notes
This feature only applies to Budget Reallocations. Other approval workflows remain unchanged.
Approval rules must include at least one approver without limits.
Be mindful when setting Gross vs Net:
Net is for overall budget increases.
Gross is for total transfers between cost codes.
With this setup, you can route approvals more precisely, ensuring budget reallocations are reviewed by the right stakeholders based on their financial impact.