How to define the project budget

project budget

Although companies have a general budget, members of the teams and the accounting department often collaborate to define the budgets of individual projects. These estimates show the cost of handling only one item of the company. It is not unusual for a company to have dozens of these small budgets, each of which can be critical to the overall operation of the company and therefore must be defined and carefully considered.

project budget


Project budgets show how much it will cost to complete a business project. However, they can also define the costs of other projects, such as providing certain community services or perform some research.

Content and details

Project budgets usually cover areas such as personnel, materials and training. The reason that project budgets are so detailed is that it should provide a clear concept about what workers should achieve over it. When the leader sends the budget to members of management, this clearly helps the company to decide whether it is worth the allocation of funds from the general budget for the project.

Development process

The same process development budget is adequate for most project budgets. The first step is to have an estimate of the funds available, if possible. Second, identify the primary objectives of the project and make a list of mandatory items or services must possess to achieve those objectives. Then list what items or services that would be good to include in the budget but not essential is performed.

Then get quotes from vendors and service providers, including estimates of discounts. Add the expense and subtract the total discounts available. If the project cost exceeds funds available, evaluate again the list of essential in the worst-case reevaluates the entire project to verify if possible to do without any of the essential points. If you do not know what the amount available, prepare at least three versions of the budget the bare minimum, and ideally preferable.


Plan a budget of a project cannot be done from one day to the other. It takes time to consider the best way to achieve the project objectives, and even after having decided the approach to be taken takes much longer to coordinate and communicate with vendors, service providers and members of management of your company. As each project is different, there is no magic rule to decide how long you should spend planning a budget.

In general, however, the larger the project, you must allow more time for budget planning, as there is more money involved and the risks are, therefore greater for the company. When you know the date on which you must send the project budget to advance, divide the time between the current date and the date of shipment into sections based on the general procedure planning to have an outline of when you should complete each stage, to meet the deadline.