--- title: Payroll Budgets - How to create description: PAYROLL BUDGETS are a sub-function of EXPENSE BUDGETS Go to Accounting / Budgets / Payroll Budgets There is some initial set up work required Go to Accounting / General Ledger / General Ledger Account --- [Skip to content](https://knowledgebase.counta.com/knowledge/payroll-budgets-how-to-create#main-content) English Show submenu for translations ![Counta\_logo\_fullcolor](https://knowledgebase.counta.com/hubfs/Counta_logo_fullcolor.svg) Open main navigation Close main navigation - English Show submenu for translations How can we help you? - There are no suggestions because the search field is empty. 1. [Counta Help Center](https://knowledgebase.counta.com/knowledge?hsLang=en) 2. [Budgets & Forecasts](https://knowledgebase.counta.com/knowledge/budgets-forecasts?hsLang=en) 3. [Payroll Budgets](https://knowledgebase.counta.com/knowledge/budgets-forecasts?hsLang=en#payroll-budgets) November 10, 2026 # Payroll Budgets - How to create ## This guide explains how to generate an Employee Utilization Report to track productivity and billing efficiency. ### **Step by Step Guide:** 1\. Go to **Accounting \> Budgets \> Payroll Budgets** ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-11-26/c98e91b1-ec98-4f6b-96ca-6f3130493f75/user_cropped_screenshot_88bbdda5e8d04d949a721aedebca7370_text_export.jpeg) ### Initial Set Up Work Required for Payroll Budgets 2\. Go to **Accounting \> General Ledger \> General Ledger Accounts** ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-12-05/29177a21-aaa3-4931-883d-7f4c239fbdc2/user_cropped_screenshot_f9b93084be35441e9d136154d754416e_text_export.jpeg) 3\. Search **General Ledger Accounts** page ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-12-05/54485d51-52ac-4d4d-8f6a-72839e4b9c5b/screenshot_f9e5657874a74b6d80c2af5f48de3036_text_export.jpeg) 4\. For each **Expense** account that your company identifies as a ‘payroll’ expense account, open that account and check/select the option **Payroll Account.** This tells the payroll budget function that ‘actual’ amounts posted to these accounts are payroll amounts, and it also makes that account an allowable account for creating payroll budget entries. ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-12-05/5c5d1614-550e-4356-8495-6f1ad85fa8cd/user_cropped_screenshot_f072c250f8714e8aa7de8657a0f4d334_text_export.jpeg) 5\. Going back to **Accounting \> Budgets \> Payroll Budgets**. Like expense budget data, the payroll budgets are organized by **Accounting Year** and **Budget Version**. ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-12-05/a128327b-95aa-44a7-8332-0a410344bcc2/user_cropped_screenshot_efffe7259ecf4e9b8fdd90b8ee73858a_text_export.jpeg) 6\. The data is displayed by month – and a combination of **Actual** months and **Budget** months are displayed according to the structure of the **Budget Version** you are filtered on. ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-12-05/20c9ce7d-9f4b-4f0a-a582-0526695524e5/user_cropped_screenshot_4bb289e09a0f444ea2862a283367cb8d_text_export.jpeg) 7\. The ‘Actual’ month columns will display journal amounts that have been posted to GL Accounts which you have assigned as a **Payroll** **Account** as described above. If your actual payroll data entries (journals, payments etc. were assigned to individual employees – then the actual month data will display by employee. We strongly recommend that agencies utilizing the Payroll Budgets function adopt the practice of assigning actual payroll amounts to employees, though it is not compulsory. Payroll Budget data can be created or updated in a number of ways ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-12-05/2da0422b-dbb6-47bb-b41c-6e5d6b2a4ceb/user_cropped_screenshot_62c8db1dbb384480bd65b8cdf083cd30_text_export.jpeg) 8\. Use the **Excel** function to import the payroll data from an Excel spreadsheet. The template can be downloaded from **ACCOUNTING \> Budgets \> Payroll Budgets** by clicking on **Excel** link ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-11-26/2197e716-218b-4bf4-8ecd-6efa480501a0/user_cropped_screenshot_6276da2539054a29bbea05071020a0a5_text_export.jpeg) 9\. Click the button **New Payroll Budget** to manually add budget entries ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-11-26/10dce8e9-9777-4d02-a304-76daabe217eb/user_cropped_screenshot_663361addbf64fc98439e0337ac4b289_text_export.jpeg) 10\. If you entered an **Annual Amount** for an employee budget line – then you can select the **Calc from Annual Amt** button to calculate each budget month amount based on one twelfth of the annual amount. ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-11-26/c0c4280d-4bb1-4ec4-bd00-1d9d43c2bd45/user_cropped_screenshot_90ddd9e6bbd1469ab1afed91494879ee_text_export.jpeg) 11\. You may wish to budget a total amount for each employee title (e.g. Account Directors) rather than budget at an individual employee level – but we recommend that you budget at the more detailed **Employee** Level. ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-11-26/2e1dadee-22c2-401e-af41-a7a5f11198b6/user_cropped_screenshot_e60f008a8b8f4988bd60426133dcfe78_text_export.jpeg) 12\. As payroll data is sensitive you may wish to create separate user access group rights for payroll budgets. This is done from **SET UP FILES \> User Access Groups** ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-11-26/7d1a3c17-7f46-4f5e-ae10-60f97bb3001c/user_cropped_screenshot_bdc9b452240c42f0854d5035affbce9d_text_export.jpeg) 13\. 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