Create a budget template for a workflow sub-system
A budget template is the master budget for one workflow sub-system. For example, your Accounts & CT workflow system might have an Accounts sub-system and a CT sub-system, and each can have its own template. When a job is created, Glide copies the active template for each of the job's sub-systems onto the job.
Before you start
- The Budgets module must be switched on. See Switch on budgets and give staff permission.
- You need to be a super user, or be in the Can configure budget templates permission list.
The Budget Templates page
Open your practice-name menu (the first menu after your own name) and choose Budget Templates.
Templates are grouped by status into Active Templates, Draft Templates and, if you have any, Archived Templates. Each row shows:
| Column | Meaning |
|---|---|
| Edit | Opens the template so you can change its details, sections and allocations. Clicking the name does the same. |
| Status | Draft (grey), Active (green) or Archived (amber). |
| Name | The template's name. |
| Workflow | The sub-system the template belongs to, followed by its workflow system in brackets, for example Accounts (Accounts & CT). Click it to open that workflow system in the editor. |
| Sections | How many job sections the template has. |
| Action buttons | Active templates have an Archive button. Draft templates have Activate and delete buttons. Archived templates have a delete button. |
Create a template
- Click New in the top-right corner.
- Fill in the Create New Budget Template form (each field is explained below).
- Click Save. The template is created as a Draft and opens so you can add sections.
| Field | What it means |
|---|---|
| System (required) | The workflow system this budget is for, for example Accounts & CT or VAT returns. It cannot be changed after the template is saved. |
| Sub-System (required) | The sub-system within that workflow system, for example Accounts. If the system has only one sub-system it is chosen for you. It cannot be changed after the template is saved. The stages you can link sections to come from this sub-system's workflow routes. |
| Name (required) | A name your team will recognise, for example Accounts budget or Standard audit budget. It appears on the client card and in the Budgets Summary report. |
| Actual time data source | Where actual time for this work will come from, so that it can be compared with the budget. Glide Time means time recorded in Glide's own timesheets; it can only be chosen if Glide Time is switched on for your practice. External source means time supplied from outside Glide, for example through the Glide API or imported by the Practice Engine integration. The setting is stored now, ready for the release of time recording against budgets in November 2026; at the time of writing it does not change how budgets behave. |
Template statuses
| Status | What it means |
|---|---|
| Draft | The template is being built. It is not copied onto new jobs and does not appear on client cards. |
| Active | The template is live. It is shown on client cards, and is copied onto every new job for its sub-system. |
| Archived | The template has been retired. It is no longer copied onto new jobs. Jobs that already have a budget keep it. |
Some rules apply:
- A template needs at least one Active section before it can be activated. Until then, a draft template shows a Cannot Activate Yet message. When it is ready, it shows Ready to Activate with an Activate Template button.
- Each sub-system can have only one Active template. To replace a template, archive the old one before activating the new one. If you hover over a greyed-out Activate button, the tooltip tells you why it cannot be activated.
- An Active template cannot go back to Draft. You can still edit its sections and allocations while it is active, or archive it.
The template page
Clicking Edit opens the template page.
- Budget Template Details shows the actual time data source, system, sub-system and status.
- Edit Template lets you change the Name, Actual time data source and Status.
- Sections lists the job sections. Click a section's header to expand or collapse it. The header shows the total minutes and value of the section's default allocations, its order and its status. Active sections are shaded green and draft sections grey.
- Add Section adds a new job section. See Budget template sections: every setting explained.
- Within each section, Default Budget Allocations holds the budgeted time that applies to every client without its own allocations. See Add default budget allocations to a template.
Archive or delete a template
- Archive an active template when you no longer want it copied onto new jobs. Existing job budgets are not affected.
- Delete is available for draft and archived templates. Deleting a template also removes its sections and default allocations.
Changes do not reach existing jobs
Budgets are copied onto a job when the job is created. Editing or archiving a template changes what future jobs receive, not the budgets already on existing jobs.