Budget setup
Open the project → Overview tab → Budget section:Actual components
Arya automatically sums these real costs:Team hours
Team hours
Hours logged on timesheets × employee hourly cost.
Expense reports
Expense reports
Approved expense reports allocated to the project.
Supplier invoices
Supplier invoices
Received invoices linked to the project (materials, external consulting).
Manual costs
Manual costs
Cost lines entered manually by the PM (e.g. dedicated software licences).
Alerts and thresholds
1
Set threshold
Project → Settings → Margin alert. Set the % below which to notify (e.g. 15%).
2
Receive alerts
When margin drops below threshold, Arya:
- Highlights the project in red
- Notifies PM and finance lead
- Adds the project to “Projects at risk” report
Actual view
Costs tab: detailed list with origin (X person’s hours, expense, invoice N), date, amount. Filter by category and period.Aggregated reports
From the Reports module:- Margin by project: sorted by profitability
- Team actual: how much each person worked on each project
- Cash flow forecast: invoices already issued + expected from future SALs
Frequently asked questions
Can budget be modified after project start?
Can budget be modified after project start?
Yes, but changes are logged in project history for audit. Requires PM or Admin role.
What if actual exceeds budget?
What if actual exceeds budget?
Margin goes negative. Project stays active — your call whether to request a change order from the customer or absorb the loss.
Can I exclude some costs from actual?
Can I exclude some costs from actual?
Yes, mark the cost line as
Do not count. Useful for internal items not project-relevant.