When is the not-budgeted item available?
The not-Budgeted item is automatically created for every project that does not have an assigned budget.
As long as no budget is assigned to the project, users can create tasks under the Not Budgeted item and track time or expenses against them.
What happens when a budget is assigned (using the Assign option) depends on whether the Not Budgeted item has any data on it:
If the Not Budgeted item is empty (no tasks, time tracking, expenses, or invoices linked to it), it is automatically removed once a budget is assigned, and it is no longer available for new tasks.
If the Not Budgeted item already has data on it (tasks, tracked time, expenses, or invoices), it is not removed. Instead, it remains visible with a DELETED label, so the user can resolve it - for example by reassigning tasks or reviewing the existing records. See the "How to delete Non budgeted budget item" section below for details on how to handle this.
In other words:
Project without an assigned budget → Not Budgeted is available ✓
Project with an assigned budget, and Not Budgeted was empty → Not Budgeted is not available ✗
Project with an assigned budget, and Not Budgeted already had data → Not Budgeted is still shown, but marked as DELETED and needs to be resolved
After a budget is assigned, all new tasks must be created under existing budget items - the Not Budgeted item (whether removed or marked DELETED) can no longer be used for new work.
Note: Historical data (tracked time, expenses, tasks) on a Not Budgeted item is always preserved, even after a budget is assigned.
A 'Not Budgeted' item is automatically created for each project and serves several functions:
1) Immediate Work:
Even if your newly created project lacks data, Allfred offers complete freedom without limitations. You can start working on the project immediately, create tasks, track time, and efficiently organize your team's resources. Simply utilize the pre-made 'Not Budgeted' item to create tasks, monitor hours, or plan capacities.
2) Pre-sale Projects / Acquisitions:
Clients often use the 'Not Budgeted' budget item to generate tasks for pre-sale projects or new acquisitions, which may or may not convert into clients. Under this 'Not Budgeted' item, they can plan tasks for tenders and monitor the hours spent on individual tenders. Allfred automatically uses positions filled in the Rate cards related to the client in the Quotes -> Hourly rates and commissions
3) Internal Projects:
Some clients also employ the 'Not Budgeted' budget item for internal (pro bono/non-billable) projects. They track time spent on meetings, managing internal social networks, workshops, or any other internal activities. For each activity, they simply create a task and report their time.
How to delete a not-budgeted budget item
Once the budget is assigned to the project, the "not-budgeted" item will be marked as "deleted". If there are no hours tracked in this budget item, it will disappear right after assigning a budget to the project.
In general, budget items labelled DELETED will be automatically removed if they do not contain:
Any tasks with tracked time
Any expenses
Any outgoing invoices or used credit from a credit account
Below you can find a step-by-step guide on how to remove items with the label DELETED from the project.
Note: If, for any reason, you prefer not to transfer data from a DELETED budget item to another active budget item, you can easily hide it from your overview to avoid distraction. Simply use the settings icon to manage visibility.
Move tasks to another budget item
If there are some tasks with tracked hours, you need to move those tasks to another budget item within the project or to another project.
Open the task detail view.
Click on the 'Move' button.
Edit the task name if necessary.
Select the new project and budget item for the task.
Update the task description if needed.
Revise details like the deadline, status, or priority for the new project or budget item context.
Click 'Move' to complete the action.
The task will open in its new project location, and tracked hours will move with it.
Budget items with the label DELETED will disappear shortly after moving all the tasks. (note: It may require refreshing your page)
Deleting the task may also be the solution; however, you can delete the task only when there is no time tracked. First, you need to either delete the tracked time or transfer the tracked hours to another task within the same project or to a different one.
Re-assign the expenses to another item
Expenses linked to a DELETED budget item prevent its removal. To resolve this, reassign those expenses to another active budget item:
Navigate to the Expense detail by clicking on the Expense ID/Number.
In the expense detail, select the appropriate Brand, Project, and active Budget Item.
Save the changes.
Repeat this process for all expenses linked to the DELETED budget item.
Important note: Once an expense is saved as Approved, only users with the role CFO or Admin can modify these details.
Edit the outgoing invoices linked to the item
The DELETED budget item also cannot be removed if linked outgoing invoices exist.
You have two options:
Option 1: Delete the outgoing invoice
Navigate to Finance → Outgoing invoices.
Click on the Actions icon (three dots) next to the relevant invoice.
Select Delete (only Admin or CFO roles have permissions).
Option 2: Edit and reassign the invoiced amounts
To adjust the invoice without deleting it, follow these steps:
Click on the invoiced amount linked to the DELETED budget item.
Click on the invoice number and select Edit.
Proceed to the second step of invoicing. Ensure that already invoiced items are displayed.
Locate the DELETED budget item. Copy its invoiced amount, set its value to zero, and deselect its checkbox.
Reassign the copied amount to another active budget item by increasing its invoiced value accordingly.
Move to the third step and click on Generate from budget items.
Click on Update to save your changes.
This approach ensures accurate invoice data and allows the removal of budget items labeled DELETED.