Ledgitify sits on top of your accounting software and adds what it was never designed to do — cost allocation, per-project budget reporting, and one-click audit exports.
Closed beta — register your interest below
Community Housing Grant 2024–25
Budget vs Actual Report
Quarterly view · Jul 2024 – Jun 2025 (FY2025)
| Budget Line | Q1 Jul – Sep 24 | Q2 Oct – Dec 24 | Q3 Jan – Mar 25 | Q4 Apr – Jun 25 | Total Grant to date |
|---|---|---|---|---|---|
| Salaries & Oncosts | $29.6k of $31.5k | $30.2k of $31.5k | $32.2k of $31.5k | $31.1k of $31.5k | $123.1k ↓ $2.9k under |
| Equipment & Assets | $4.8k of $6.0k | $5.1k of $6.0k | $5.6k of $6.0k | $3.9k of $6.0k | $19.5k ↓ $4.5k under |
| Travel & Accommodation | $2.4k of $2.1k | $1.8k of $2.1k | $2.9k of $2.1k | $1.6k of $2.1k | $8.8k ↑ $290 over |
| Subcontractors | $8.2k of $8.8k | $9.1k of $8.8k | $8.7k of $8.8k | $7.8k of $8.8k | $33.8k ↓ $1.3k under |
| Total | $45.0k of $48.4k | $46.3k of $48.4k | $49.3k of $48.4k | $44.4k of $48.4k | $185.1k ↓ $8.4k under |
Built for organisations that manage project budgets
The problem
Accounting software was never designed for project budgets
Xero, QuickBooks, and MYOB track what you spent. They have no concept of what you were supposed to spend on each project budget line — let alone whether you are over or under on Salaries in Q2.
So organisations export transactions to Excel, manually classify each one against their budget spreadsheet, and hand-build quarterly reports. Every period. For every project. When an auditor asks for supporting evidence, it is a week of emailing PDFs.
Ledgitify replaces all of that.
Before vs. after
This is what changes when you use Ledgitify
Same transactions. Same data. Zero spreadsheet.
Budget structure
From tabs to trees
Spreadsheets flatten your budget into tabs — one per category. Ledgitify gives it the hierarchy it actually has.
Reorganise
Drag to reorder. No cut and paste.
Rearrange budget lines, groups, and sections with a drag handle. The structure updates instantly.
For grant agencies
Enterprise previewReal-time visibility across your entire portfolio
Running a grant program? Our enterprise plan rolls up every grantee into one live dashboard — then lets you drill into any grant with a single click.
This feature is in development — get in touch to join the early access list.
Q2 Expenditure Report
REVISED budget — please action
Hi, please find our Q2 report…
Budget update (see attachment)
RE: RE: Q1 reconciliation query
Community Housing Trust
GRN-2024-001
Clean Energy Research Hub
GRN-2024-008
Digital Skills Foundation
GRN-2024-015
Urban Mobility Project
GRN-2024-019
Portfolio total
4 active · 1 needs attention
Grant ref
GRN-2024-008
Total budget
$420,000
Remaining
$46,200 · 3 mo left
$198,000
of $220,000
$98,400
of $120,000
$53,200
of $50,000
$24,200
of $30,000
Monthly spend vs budget
Priced by portfolio size · Used by agencies managing 10–500+ active grants
How it works
From Xero to audit report in four steps
Connect Xero
Authorise Ledgitify in one click. Transactions start syncing immediately — bank transactions, bills, invoices, and journals.
Define your project
Create a project, add budget lines (Salaries, Equipment, Travel…), and set a per-period budget for each. Import directly from your funder's spreadsheet with AI.
Allocate transactions
Work through transactions in the allocation workspace. Assign amounts to budget lines — partially or in full, split across multiple projects if needed.
Report and share
Generate budget vs actual reports by month or quarter. Share with funders via a permanent portal link, or export a detailed audit pack with one click.
3 Jul
AWS infrastructure — June invoice
8 Jul
Conference registrations × 3
15 Jul
Staff salary — July payroll
Allocate to budget line
Project
Budget line
Amount
Allocate with precision,
not guesswork
Transactions from Xero — or imported from a CSV — land in your workspace. Assign each to a budget line in seconds. Split across projects. Leave a note for your auditor.
Split transactions
One payment, multiple budget lines or projects — allocate any portion to any combination.
Partial allocation
Allocate what you know now. The remainder stays unreviewed until you're ready.
Journal entries
Depreciation, accruals, and in-kind contributions are treated identically to cash transactions.
Exclude irrelevant
Mark non-project spend as excluded so it doesn't cloud your workspace view.
Project portfolio
Your entire portfolio, at a glance
See budget utilisation across every active project the moment you log in. Colour-coded progress bars flag overruns before they become surprises.
Live budget utilisation
Spend is reflected immediately as allocations are made — no manual refresh, no export cycle.
Role-based access
Contributors only see their permitted projects. Admins and owners see everything.
Status at a glance
Draft, active, and completed projects are tracked in one view, with visual flags for near-overspend.
Projects
+ NewCommunity Housing Grant
State Gov
Research Innovation Fund
ARC
Youth Leadership Program
Philanthropy
Rural Health Initiative
Commonwealth
Spend analytics
Always know if you're on track
A live cumulative spend chart updates as you allocate. Spot at a glance whether you're ahead of or behind the budgeted trajectory — every quarter, for the full grant period.
Community Housing Grant 2024–25
Spend Analysis
Budget
$193,500
Actual
$185,080
Remaining
$8,420
Cumulative spend vs budget trajectory
Ledgitify · Funder Portal
Community Housing Grant
Grant total
$193,500
Spent to date
$185,080
Remaining
$8,420
FY 2024–25 · Jul 2024 to Jun 2025
Budget vs Actual
Funder portal
Replace quarterly email packs with a permanent portal link
Generate a read-only link and share it once. Your funder bookmarks it and checks progress any time — no Ledgitify account, no PDFs, no chasing attachments.
Always current
The portal reflects the latest allocations every visit — funders never see stale numbers.
No account needed
Funders click the link directly. No sign-up, no login, no software to install.
Revocable at any time
Invalidate a link instantly from your settings and generate a new one in one click.
Features
Everything project budget tracking requires
Transaction allocation workspace
Pull transactions directly from Xero — or import a bank CSV — then allocate each line to a budget category on any project. Split a single transaction across multiple projects or budget lines in seconds.
Budget vs actual reporting
A live budget vs actual table showing every budget line, with monthly or quarterly columns and automatic FY subtotals. Export to PDF for funders or CSV for your accountant.
Xero integration
Connect your Xero organisation in one click. Transactions sync nightly — bank transactions, bills, invoices, and manual journals — so your allocation workspace is always current.
Audit-ready exports
Generate a detailed export listing every transaction under every budget line. Share a read-only auditor link scoped to a single project — no Ledgitify account required for the auditor.
Funder portal
Give funders a permanent read-only link to see real-time budget progress. No account setup required. Replaces the quarterly emailed spreadsheet update.
AI budget assistant
Ask plain-language questions about any project — "Are we on track for Q3?" or "Which lines are at risk?" — and get answers grounded in your actual data. No hallucination; every answer cites a tool call.
Audit preparation
Every output your auditor needs
Every allocation you make builds toward a detailed audit pack — a formatted PDF listing all transactions under all budget lines. Share a time-limited link with your auditor; no Ledgitify account required.
Start your free trialSharing options
Auditor share link
Time-limited · Single project · Read-only
Funder portal
Persistent · Summary view · Bookmarkable
Detailed CSV export
Every transaction · For accountants
Auditor links expire after 30 days and are scoped to a single project. Funder portal links are persistent for the life of the project.
Use cases
Built for every organisation managing project budgets
From a single community grant to hundreds of concurrent government programs — Ledgitify scales to fit.
Non-profits & charities
Report grant spend to multiple funders simultaneously. Each funder gets their own portal link showing only their grant — no spreadsheets, no quarterly email packs.
- Separate budget tracking per grant, per funder
- Permanent funder portal — real-time progress, no login
- One-click audit export for end-of-grant acquittals
- Payroll allocation across multiple grant budgets
Community Housing Grant — Q3 2025
| Budget line | Budget | Actual | Var |
|---|---|---|---|
| Salaries | $31.5k | $32.2k | ↑ 2% |
| Equipment | $6.0k | $5.6k | ↓ 7% |
| Travel | $2.1k | $2.9k | ↑ 38% |
| Admin | $3.0k | $2.8k | ↓ 7% |
Government & public sector
Track program expenditure against approved budgets across departments. Audit-trail logging and read-only auditor links satisfy compliance requirements without manual reporting.
Universities & research offices
Manage dozens of concurrent ARC, NHMRC, and industry grants across faculties. AI-assisted budget import handles even complex funder spreadsheet formats.
Consultancies
Know your margin on every client engagement. Allocate staff time and expenses to client projects and see profitability in real time.
Companies & corporates
Track internal R&D, product development, and government grant budgets. Manage subsidiary spend and acquired-company cost allocation in one place.
Individuals & households
No Xero required. Import a bank CSV and track any budget — home renovation, event planning, or personal finance goals.
Closed beta
Ready to replace the spreadsheet?
Connect Xero, create your first project, and generate a budget vs actual report in under an hour.
Pricing
Simple, per-organisation pricing
One price per org. 30-day free trial. Cancel any time.
Starter
1 project · up to $250k budget
- Allocation workspace
- Budget vs actual reporting
- PDF & CSV export
- 1 funder portal link
- Manual Xero sync
Professional
Most popular5 projects · up to $2M budget
- Everything in Starter
- Nightly auto-sync
- Master / sub-projects
- Audit trail (7-year)
- Auditor share links
- AI budget import
- AI budget assistant
- Payroll (AU)
Unlimited
Unlimited projects & budget
- Everything in Professional
- Unlimited auditor share links
- Unlimited funder portals
- Sync email notifications
All prices in AUD. Annual billing available with 20% discount. See full feature comparison →
Closed beta
Register your interest
We're currently in closed beta. Leave your email and we'll reach out as soon as we open up to new users.
Stop building budget reports in spreadsheets.
We're in closed beta while we finalise the product. Register your interest and we'll be in touch.