Every project starts with a budget.
Define the deal, set the hours, choose the billing model. FlowQi Time Budgets connects your client agreements to projects, resources, invoices, and time entries — so you always know where you stand.
FlowQi time budget UI. Deal card 'Acme Corp — Website Redesign' showing: Budget €24,000 | Model: Fixed Fee | Hours: 320h. Progress bar 142h/320h (44%, green). Below: 3 linked projects with individual progress. Resource panel: 4 team avatars with allocation percentages. Purple accent, white card, rounded corners. 560×400px @2x.
Know what you promised, what you've spent, and what's left — always.
Start every project with a clear agreement
Create a budget from your client deal: fixed fee, retainer, time & materials, or internal. Define the total budget, hours, and billing model — and FlowQi tracks everything from there.
See who's working on what — and for how many hours
Allocate team members to budgets and set their available hours. Your team sees their allocation in Resource Management, so everyone knows exactly what they should be working on.
From time entry to approved invoice in one flow
All time entries roll up into the budget. Review hours, approve invoices, and send them to Financial Management — without spreadsheets, exports, or manual reconciliation.
One place to manage deals, budgets, and profitability
From the initial client agreement to the final invoice — see how FlowQi keeps your budgets, resources, and billing connected.
FlowQi new budget form. Fields: Client (Acme Corp), Budget Name (Website Redesign 2026), Total Budget (€24,000), Total Hours (320h), Billing Model dropdown showing: Retainer, Fixed Fee, Time & Materials, Internal. Purple 'Create Budget' button. Clean form, FlowQi UI. 560×380px @2x.
Define the agreement — and let FlowQi do the tracking
A Time Budget starts with a deal. What did you agree with the client? What's the total budget? How many hours can your team spend? Choose from retainer, fixed fee, time & materials, or internal — and FlowQi structures everything from there.
- Retainer, fixed fee, time & materials, or internal project
- Set total budget amount and available hours
- Link to an existing client from your CRM
- Budget becomes the single source of truth for the entire project lifecycle
FlowQi budget detail view. Budget 'Acme Corp — Redesign' with 3 project cards: 'UX Research' (48h/60h, green), 'Frontend Dev' (92h/150h, amber), 'QA & Testing' (12h/110h, blue). Right panel: Resource allocation — Lisa (80h, 60%), Mark (120h, 40%), Sarah (60h, 100%), Tom (60h, 50%). Purple progress bars. 560×380px @2x.
One budget, multiple projects — full visibility
A budget can contain multiple projects from Project Management. See the progress of each project, which resources are assigned, and how their hours are allocated. Team members see their allocation in Resource Management — so capacity planning is always up to date.
- Link multiple projects from Project Management to one budget
- See hours consumed per project in real time
- Assign resources and set their allocated hours
- Team members see their allocation in Resource Management
FlowQi budget invoice view. Invoice #2026-047 for Acme Corp. Line items: UX Research 48h × €120 = €5,760, Frontend Dev 92h × €110 = €10,120. Subtotal €15,880. Status badge: 'Pending Approval'. Two buttons: 'Approve' (purple) and 'Request Changes' (outline). Below: approval history. 560×380px @2x.
Review, approve, and send — without leaving the budget
All time entries from your team flow into the budget automatically. When it's time to invoice, review the hours, approve the invoice, and push it to Financial Management. No more chasing timesheets or reconciling in spreadsheets.
- All time entries automatically roll up into the budget
- Review and approve invoices before sending
- Push approved invoices to Financial Management
- Full audit trail of approvals and changes
FlowQi budget insights dashboard. Top: 4 stat cards — Budget Used 62%, Burn Rate 14h/week, Est. Completion March 28, Profitability +18%. Below: time entries table with columns: Date, Resource, Project, Task, Hours, Billable. Filter bar with project/resource/date dropdowns. FlowQi UI. 560×380px @2x.
Every hour accounted for — with full transparency
See all time entries logged by your team against this budget. Filter by project, resource, or date range. Track budget health with real-time insights: burn rate, estimated completion, profitability, and remaining hours.
- View all time entries filtered by project, resource, or date
- Real-time burn rate and estimated completion date
- Profitability tracking against the original deal
- Export time entries for client reporting
Only pay for team members who actually track time.
Time Budgets are part of the Time & Resources add-on — but the pricing is fair. If only 4 out of 10 team members actively log time, you pay for 4. Everyone else can view reports and dashboards for free as read-only users.
Curious what FlowQi costs for your team? We'll put together a plan that fits.
Talk to us about pricingCommon questions about FlowQi Time Budgets
What's the difference between a Time Budget and a Project?
A Time Budget represents the client agreement — the deal, the total budget, the billing model. A Project is the work itself. One budget can contain multiple projects. Think of it this way: the budget is the contract, the projects are the deliverables.
What billing models are supported?
FlowQi supports four billing models: Retainer (recurring monthly budget), Fixed Fee (agreed total for the engagement), Time & Materials (bill actual hours at agreed rates), and Internal (no invoice — for tracking internal projects and capacity).
Can one budget have multiple projects?
Yes. A single budget can contain as many projects as you need. Each project tracks its own hours independently, and everything rolls up into the budget total. This is especially useful for large client engagements with multiple workstreams.
How does resource allocation work?
You assign team members to a budget and set how many hours they can spend. These allocations appear in Resource Management, so your team always knows their capacity across all active budgets. When someone is over-allocated, you'll see it immediately.
Can I approve invoices from within the budget?
Yes. All time entries flow into the budget automatically. When you're ready to invoice, you review the hours, approve the invoice, and push it to Financial Management where it gets sent to the client. The full approval chain is tracked.
What happens with internal projects that don't get invoiced?
Choose the 'Internal' billing model. FlowQi still tracks all hours and resource allocation — you just skip the invoicing step. This is useful for R&D, internal tools, or pro-bono work where you still need visibility into time and capacity.
Stop guessing. Start budgeting.
Every project deserves a clear budget, allocated resources, and transparent invoicing. FlowQi Time Budgets gives you control from deal to delivery.