For projects

Phases, approvals and real cost control

Building a house, running an event, delivering a contract: money moves through many hands over months, and "about six million" is not an answer. A project space tracks allocations per phase, commits money before it leaves, and shows variance you can explain line by line.

Start a project space Group accountability

Phases and milestones

Foundation, walls, roof, finishes — each phase with its own allocation and a milestone you can photograph. Progress is measured by work done, not money gone.

Expenditure requests

Ask before buying: the approver commits the money, the available figure drops immediately, and the request is fulfilled with the actual amount and a receipt afterwards.

Committed, pending, actual, available

Available = allocated − actual − committed − pending. Two people cannot promise the same money to different suppliers.

Revisions with reasons

Move money from contingency to a phase with a written reason. At the end, the revision history is the story of where the surprises came from.

Receipts, labour sheets, photos

Attach a receipt to every material purchase, a weekly sheet to labour, and a photo to each milestone. Five minutes a day; no disputes later.

Execution reports and close-out

Planned versus actual per phase and line, what went well, what to improve — and the true cost per square metre for next time.

On site

Available means available

A budget opens on the available figure — allocated minus spent, committed and pending — with those three amounts right underneath and a pace estimate for the period. Each line shows what is allocated, what has been spent and what is left, and the plan figures sit behind one tap.

Committed is money promised through an approved request and not yet paid; it leaves "available" the moment it is approved.
Pending is recorded spending still waiting for an approver: visible, not yet counted.
Record expense from the budget, with the receipt attached, from any phone on site.

The Income tab of the same household budget: the blue summary card with planned expenses RWF 405,000, actual spending RWF 234,500, RWF 170,500 left and planned income RWF 650,000, then Expected money with an Add income button and an empty state reading 'No income yet: add a salary, a contribution or a sale'.

How project budgeting works

Create a project space with its currency, invite the committee, foreman or team, and set roles. Approvers should be people who are reachable within a day.
Draft the budget by phase. Within each phase, split materials, labour and transport — they behave differently. Keep contingency as its own line, never spread as padding.
Submit for approval and activate. Approved amounts can be released in tranches as milestones are reached; allocated shows what is actually available to spend.
Commit before paying. Large purchases go through requests. Small costs are recorded the same day on the right line.
Review weekly by phase. The question that matters: what percentage of the phase is physically complete versus what percentage of its money is spent or committed?
Close each phase, then the project. Fulfil open requests, attach the last receipts, write the lessons. A closed budget can be reopened for a late invoice; the reopen is recorded.

A worked example

A three-bedroom build planned at RWF 48,000,000 across seven phases plus a 9.4 percent contingency. In the roof phase, materials are allocated RWF 7,500,000: RWF 4,380,000 actual, RWF 2,150,000 committed for the remaining sheets, RWF 180,000 pending for fixings. Allocated minus actual suggests RWF 3,120,000 is free; the honest available figure is RWF 790,000, and the gutters are still unordered at RWF 950,000. That is a revision to make today, not an overrun to explain next month.

Every project screen shows the same four figures per line — allocated, committed, actual and available — with the definition one tap away, so the whole team reads the budget the same way. A one-off event is the same thing with a single phase and a shorter deadline.

Moneva does not replace a bill of quantities or a quantity surveyor; it tracks the money against whatever plan you have, however rough, and makes the gap between plan and reality impossible to miss.

What is the difference between committed and actual?

Committed is money promised through an approved expenditure request; actual is money already spent and recorded. Available equals allocated minus actual minus committed minus pending.

Can suppliers or contractors use it?

You can add anyone as a contributor so they record costs they incur, while approvers keep control of what is released.

Does it support multi-year projects?

Yes. A project budget has its own start and end dates and can be revised with a documented reason at any point.

Set up the next phase properly

Create a free account, draft the phases with a separate contingency line, and commit money before it leaves.

Get started free See what it does