Finances Module

With the Finances module, Fundament also becomes the place where the money stays traceable: plan budgets per form, record for each application which amount was approved, register payments, and see at any time in a finance overview how much has been approved, paid out and is still available. Spreadsheets outside Fundament that need to be reconciled with the application list are no longer necessary.

At a glance

The three building blocks

Budgets

A budget always belongs to a form and has a name, an amount and a currency. A form can have several budgets, for example one per year or per call («2026», «Spring 2026»).

Approved amounts

An approved amount records how much was granted to an application. It is recorded directly on the application and optionally assigned to one of the form’s budgets. An application can have several approved amounts, for example for funding in installments or from different budgets.

Payments

A payment is an amount paid out, with a payment date. It can be linked to an approved amount and then takes over its budget; without a link, the budget can be chosen directly. Payments have no separate status: every recorded payment counts as paid out.

Key figures

Fundament calculates the key figures continuously from the recorded entries:

Utilization is shown as a bar: green below 80 %, yellow from 80 %, red above 100 %. If more is approved than budgeted, «Available» becomes negative, is shown in red and marked Over budget.

The finance overview

The Finances page in the main menu has two tabs.

«Budgets» tab

• A table of all budgets with the columns Name, Budget, Approved, Paid out, Available, Outstanding, Utilization, Archived, Applications and Form, with a Total row underneath.
• Summary cards across all budgets in the current selection (total budget, approved total, total paid out, total available, total outstanding).
• The charts Budget breakdown (paid out, approved unpaid, available) and Payout over time (cumulative paid out compared with approved and budget).
• Entries not assigned to any budget are grouped in separate No budget rows, so nothing gets lost.

Clicking a budget opens its detail page with key figures, charts, the list of Associated applications (with approved and paid-out amount per application) and the payments of that budget.

«Payments» tab

All payments in one list with date, application ID, application, form, name, amount and note. Filters by budget and period narrow down the selection; key figures (payments total, number of payments, average, largest payment, number of applications) and the chart Payment volume per month complete the view.

Export

The budget overview, the payment list and the payments of a single budget can be downloaded as a CSV file with Export. Exactly the filtered rows are exported (for payments, all filtered rows, not only the current page).

Managing budgets

1. In Finances, click New budget.
2. Choose the form, enter a name (for example «2026»), the amount and the currency. Amounts can have at most two decimal places.
3. Save. The budget is immediately available on all applications of that form.

A budget can be edited or archived at any time. Archived budgets are hidden in the overview by default; their figures are kept in full and can be shown again via the filter or brought back with Restore. Deleting is only possible once no approved amounts or payments refer to the budget any more.

Recording amounts and payments on an application

Each application has a Finances section in its sidebar:

• Add approved amount: enter the amount, optionally a budget and a note. Only the budgets of the application’s form are offered.
• Add payment: enter the amount and payment date (today by default) and optionally link it to an approved amount. Linked payments appear indented under the approved amount.
• For each approved amount, Fundament shows what is remaining to pay. Once it is fully paid, it shows Fully paid out.

If an entry would exceed the budget or the approved amount, the question Exceed budget? appears. Save anyway still saves the entry: Fundament warns but does not prevent overruns, since there can be good reasons for them in practice.

History and traceability

Every creation, change and deletion of a budget, approved amount or payment is logged: who did it, when, which amount applied before and after, plus budget, note and payment date. In the application history this appears, for example, as «Payment changed: CHF 1’000.00 → CHF 1’200.00 (2026)». These entries are kept even if the amount, the budget or the form is deleted later.

Finances in the application list

The application list additionally offers the columns Budgets and Payments total and a filter by budget. Like all columns they can be shown or hidden, and they are included in the application list export when visible. See Customizing list views and Export.

Roles and permissions

Applicants have no access to financial data. More about roles under Roles & Permissions.

Currencies

The currency is set per budget (CHF, EUR or USD, default CHF). Amounts are displayed in the usual notation of each currency, for example CHF 1’234.50 or EUR 1.234,50. Amounts in different currencies are never added together: charts and totals show a separate series per currency.

When the module is not active

Without the module, owners see the Finances entry in the main menu with the «Module» label, and the page shows a short introduction to the module. The «Finances» section on applications and the finance columns in the application list are hidden. If a booked module is deactivated later, all recorded budgets, amounts and payments are kept; they are only no longer visible.

Booking the module

Fundament activates the module for the organization. Requests go to contact@fundament-app.ch. Under Settings → Modules in the workspace, owners can see which modules are active for the organization. More in the modules overview.