I am pretty sure I could achieve what I would like to do in Airtable, but I know it will take a bit of time to set up - so wanted to double check and gauge opinion on here first.
I am currently managing a large budget in Excel and it’s a mess. I don’t get access to the live accounting system my client uses, so rely on inputting invoices as they are sent to me for approval. I then cross check this against reports sent from the finance department monthly - to make sure nothing has been missed.
I need to be able to set up budget areas on two levels - For example :
Main budgets could be : Set up costs, ongoing costs, venue specific costs
Secondary budgets could be : Lighting, Scenic, Props etc
I then need to be able to assign transactions to the relevant budget (ie - setup costs>Lighting and ongoing cost>Scenic)
I’ll need to be able to produce reports (and I think this is where it gets tricky in Airtable) to send to the Finance Director showing -
I am sure this must be possible in Airtable, but as I say, I think it would just take time. For the reports, I think I would need interface designer or maybe page designer?
Any pointers and advice much appreciated.
Thanks in advance
I also believe what you want is achievable in Airtable. I know tracking a budget and linking expenses, invoices, etc is achievable in Airtable (as I have set those up), and the reporting is totally doable in Airtable. The are a couple of considerations I recommend that will help the transition from Excel to Airtable. Also, if any of what I say below you already know, please take it for what it is.
This is so helpful and encouraging - thank you.
To go through your 3 points.
1 - This makes sense. I have some experience of databases but more of Excel. I find it more and more frustrating when work colleagues / clients use spreadsheets for everything from Gannt charts to Issue trackers and schedules when there are much better tools available.
2 - I would be the only one using it. I am a freelance Project Manager and need to report data back to my client only, so a static PDF report would suffice. The project I am running runs for 5 years, so it is worth getting it right. My client are rather stuck with using Word and Excel for virtually everything and getting them to use a new tool would be a challenge (and pay for another licence). Everything is emailed around as attachments which drives me nuts, but that’s another story.
I am sent invoices for approval, which I then email back to the finance department for payment.
For the PDF reports, I’d like to be able to produce a couple of different types. (Ie high level budget v spend, cashflow forecast etc). Lots of detail wouldn’t be necessary in the report - they just want to see the big picture. Emphasis here would be on clarity as they are for internal use only, but I would like them to look nice and professional. (I have used Page Designer in Airtable before. Would be nice to be able to use that, but not sure if it can do what I need. I think that’s more for record by record display)
3 - As I am the only user, the transition period is down to me really. The company is not relying on this at all, invoices will continue to be paid etc. It’s really for my benefit only as project manager so that I can keep track of figures and report back to the board whenever they ask.
Thanks again for your reply - any more pointers you can give me would be well received.