How to manage projects with budgets connected to the ERP
Project management with budgets works when the stages and the money live in the same place. In Jestor, a ready made template organizes projects on a Kanban and mirrors every project expense into accounts payable in Omie, so tracking and payment stop being separate jobs.
Why project spending escapes control
Project tools usually track tasks. Financial tools track payments. The expense a project generates sits between the two, and typically ends up in a spreadsheet nobody reconciles.
The consequence is familiar: a project looks on schedule and turns out to be over budget, discovered only when the invoices arrive.
What goes wrong without a connected view:
- No running total of what a project has consumed
- Expenses approved verbally and entered later
- No sense of which projects are priority right now
- Stages that exist in someone's head rather than in a board
- Financial entries retyped from the project record
What to track per project
| Element | What it shows | Why it matters |
|---|---|---|
| Stage | Where the project currently sits | Briefing, in progress, delivered |
| Priority | Relative urgency | Ordering the work queue |
| Planned budget | What was approved to spend | Reference for consumption |
| Amount consumed | What has actually been spent | Early warning of overrun |
| Owner | Who is accountable | Escalation path |
| Attachments | Briefs, quotes and deliverables | Context without chasing emails |
Step by step to run the flow
- Install the projects template and review the default stages.
- Add the stages your operation needs, since the board is fully editable.
- Create the project through the form, filling required fields and attaching files.
- Assign the owner and the priority so the queue has a clear order.
- Register expenses on the project record as they are approved.
- Let the automation mirror each expense into accounts payable in Omie.
- Use the dashboard filters by stage, priority and date to narrow the view.
Why the Kanban sits at the center
Most of the day to day work is moving projects between stages, not reading reports. The board is where that happens, and the dashboard exists to answer questions about it.
- Filters that narrow everything at once: chart, table and indicators follow the filter applied
- Search inside the board: finding a specific project takes seconds
- Custom stages: the flow follows your process, not a fixed template
- Expenses tied to the project: spending has an owner and a context
Frequently Asked Questions
Do project expenses reach the ERP automatically?
Yes. The template mirrors project expenses into accounts payable in Omie. See jestor.com.
Can I add my own project stages?
Yes. Stages can be added and renamed to match how your team actually works.
Does the dashboard update when I filter?
Yes. Filtering by stage or priority adjusts the chart, the table and the indicators together.
Video Tutorial: Step by Step
With Jestor, you can automate workflows, connect teams, and build internal systems your way, all without code and powered by AI. Discover Jestor at jestor.com and see how to take your company's operations to a new level of efficiency and control.