How actualization works
A transaction counts as actual spend when:
It belongs to the project.
It is assigned to a budget account, or its item lines are assigned to budget accounts.
Actualized is on.
It matches the Actual phase filters.
Its status is eligible for Actual totals.
An account assignment records where the cost belongs. The Actualized toggle decides whether the cost enters the budget total.
Actualize one transaction
Open Transactions from the workspace or project navigation.
Select the transaction to open its details.
From the workspace page, assign a Project. Project Transactions already has the project selected.
Assign an Account.
Review the amount, date, status, currency, contact, and attachments.
Turn on Actualized.
The transaction appears in matching Actual phases after the change syncs. Turn the toggle off to remove it from Actual totals while keeping the transaction for review.
Actualize several transactions
Filter or search the Transactions table.
Select the transactions you want to update.
Select Edit - N transactions.
Choose Project, then Account, when working across the workspace.
Set Actualized to on.
Select Apply.
Bulk edit can also set or clear Contact, Status, and Tags. Locked fields are skipped and reported after the update.
Split an expense across budget accounts
Itemize a transaction when one charge belongs to several accounts.
Open the transaction.
Open its action menu and select Itemize.
Add item lines, or itemize an attached receipt or invoice.
Enter each item's description and amount.
Assign each item to its Account.
Confirm that the item totals and account assignments match the expense.
For an itemized transaction, Actual cells use the item amounts assigned to each budget row. Use Undo itemization only when the transaction should return to one parent-level assignment.
Add expenses from the Budget Sheet
Select an Actual cell to see the transactions behind that account or line. From the Actual panel you can:
Enter a description and amount in the quick-add row.
Add a transaction and complete its details.
Drop a PDF or image receipt to create and attach a transaction.
Open an existing transaction for correction.
Open the full Transactions table filtered to the cell's budget scope.
Transactions created from an Actual cell are assigned to that project and budget row and are actualized by default.
Control what an Actual phase includes
An Actual phase can filter transactions by:
Date range
Transaction status
Source
Currency
Contact
Tags
Open the Actual phase's header menu and select Edit phase to change these filters. An unfiltered Actual phase includes eligible actualized transactions across the project. Void, rejected, and disputed transactions do not count in Actual totals.
Compare actuals with the budget
Use the Actual total beside the Estimate to review spend by account. To calculate a live difference:
Add a Rollup phase.
Enter a formula such as @Estimate - @Actual for remaining budget.
Use @Actual + @Committed when you want current exposure from paid and committed costs.
Save the phase and column arrangement as a budget view when the same people review it regularly.
Troubleshooting
The transaction is assigned but not in Actuals
Open the transaction and confirm that Actualized is on. Then check the Actual phase filters and transaction status.
The Actual panel says transactions were excluded as unactualized
Open those transactions and turn on Actualized after confirming their coding. The exclusion count helps find coded expenses that are still waiting for review.
A foreign-currency amount is missing
Add the required rate to the Currency Library or correct the transaction currency. Saturation flags a missing conversion instead of including the amount at an assumed rate.
The expense is in the wrong budget row
Change the transaction's Account. For an itemized transaction, change the account on the affected item line instead of the parent transaction.