Creating a flexible budget provides greater opportunities for changes. Unlike traditional budgets, which are fixed, flexible budgets adjust to changes in response to market demands, sales, production volume or other measurable business activity. The ability of the budget to adapt to changing conditions allows for more accurate forecasts and better use of financial resources.
If you wonder why sales numbers differ from expected and how it can impact the overall financial health, this is where flexible budgeting plays a crucial role. In this article, you will learn how to create a flexible budget to maximise your profits, the importance of it and simple and practical steps for implementation.
A flexible budget is a budgeting process that allows changes to real-time outcomes and performance. The budget is a comprehensive plan that outlines resource allocations to maximise profit in a certain period of time. All budgets are created based on previous assumptions. But when there are changes in the sales activity, a flexible budget can provide real-time information about the current financial situation based on the latest business activities.
It is primarily used to identify costs and expenses that vary in activity levels and calculate the expected budget for each activity. For instance, if a bakery produces cakes and the cost of ingredients per cake drops when buying flour and sugar in bulk, the flexible budget would adjust to show reduced material costs at higher production levels. This allows the bakery to plan more accurately for periods of increased demand. As production rises, the flexible budget reflects these economies of scale, giving a clearer picture of expected profits.
When creating the budget for the next period, organisations tend to use a more flexible budget to adapt to changes. However, you should understand how it works, as well as its main advantages and disadvantages, so you can effectively implement it within your organisation.
The primary purpose of the flexible budget is to provide accurate financial information about each activity that has been changed. Other benefits for the organisation are:
Adaptability - Budgets are typically created on assumptions that may sometimes be inaccurate. The flexible budget adapts to any kind of change, making the organisation react faster to the market and make the budget more relevant and accurate.
Better Performance Analysis - More accurate variance analysis helps companies better understand the actual performance of their current activities. This method shows whether cost changes come from activity levels or management efficiency.
Strong Strategy - Businesses can make more informed decisions based on accurate and up-to-date financial information, enabling them to forecast future outcomes with greater confidence.
Better Cost Control - Because it can adjust to different financial plans and provide a more realistic financial picture, it allows businesses to control their costs more effectively. As a result, they can respond quickly to changes and make better performance evaluations.
A flexible budget helps identify where expenses can be reduced to protect profits. It also shows what actions are needed based on current sales levels, keeping your decisions aligned with business activity.
Businesses may face certain limitations when handling flexible budgets, such as:
Complexity: Unlike static budgets, flexible budgets can be more complex to implement, requiring more time and resources.
Data Issues: Maintaining a flexible budget requires a large volume of data. Without a proper data management system, this leads to inaccurate budget projections.
Forecasting Dependency: The flexible budget relies on accurate forecasts of future activities. Inaccurate predictions can result in unrealistic forecasts and poor financial planning.
Organisational Factors: Shifting to flexible budgeting requires more discipline and precision. Some employees may find it challenging to adapt to a new budgeting system that leads to a loss of cost control and accountability.
All these limitations can be successfully overcome with good team organisation and planning. The whole process doesn’t need to be scary; on the contrary, it will make you more efficient and productive, which in turn impacts the overall financial health.
Flexible budget comes with three different levels. Let’s go over them in detail:
This budget is the simplest form and adjusts only to the costs that directly impact revenue, reflecting the business activity. This includes labour costs or cost of goods sold (COGS). It can’t provide details about other business activities, but it does provide more flexibility and accuracy than a static budget.
This budget takes more into account than just a company’s revenue. It includes additional expenses that vary with activity levels, but is not directly connected to the sales. For example, the wages of customer support staff may rise as sales increase, even though their work doesn’t directly generate revenue.
This type of budget includes all costs that are directly tied to the changes in activity. It is the most complicated type of flexible budgeting, because it involves finding out how much expenses are connected to sales. Then, that information is used to build the budget that automatically adjusts as sales rise or fall.
The process of preparing a flexible budget is not a simple thing to do. Once you assess that this is the right choice for your business, the next step is to consult with your team so you won’t miss any important steps. We have listed six practical steps to create it effectively:
Start by collecting previous financial data to determine the factors that impact your business, such as production volume, sales volume, labour hours, or other relevant activities. You need to analyse these insights to understand how costs behave and to provide a baseline for creating your flexible budget.
The next step is to identify intensities of different business activities that can affect costs, revenue, and overall performance. This is important to consider when planning a flexible budget because it can create an adaptable budget according to different business conditions.
Develop a formula that will show each cost and revenue, including variable and semi-variable costs, that changes with different levels of activity. It will help you to automatically adjust your budget as actual activity is changing, making it more flexible and accurate. A good example for this is rising the labour costs as more hours are worked due to higher production, while fixed costs like rent stay the same.
For more accurate planning, use a corporate performance management software or a spreadsheet, creating a column with each activity level (low, medium, or high). Put every historical data you collected, activity, and the cost or revenue formula from before, so the budget can automatically adjust based on actual activity level.
Mercur, as a great solution for planning, provides flexible, real-time budgeting by providing up-to-date data and insights to support faster, more adaptive financial decisions. You can book a demo today and find out how Mercur solutions can help you with your cost management.
After you prepare the essentials and the budget is active, make sure you put all the data into your flexible budget so you can easily adjust rises and drops. You can use the spreadsheet template you have created in the previous step, or you can track expenses using a budgeting platform. Update your budget using real-time data, as it needs to stay accurate and in line with current business conditions.
Last but not least, provide continuous training to your team on how to use flexible budgets and interpret the results. They need to understand how to update and analyse data, to ensure the system is working effectively and the budget remains accurate. This helps teams to track, adjust and control the costs.
To better understand everything we have explained above, let’s take a look at real-case scenarios where flexible budgeting is applied.
For example, a furniture manufacturing company creates a budget for each table it produces. If the production increases, variable costs like wood and labour rise while the fixed costs like rent and insurance stay the same. The budget will automatically adjust to total expenses and expected revenue based on the actual number of tables made.
Another good example is a clothing store that adapts the budget based on monthly sales. If sales increase, the budget for packing and fees rises. If sales drop, these costs drop too. So, a flexible budget is built to control these fluctuations and maintain profitability.
The main idea of creating a flexible budget is to be suitable for businesses with unpredictable scenarios and expenses, allowing them to quickly adapt to these changes. By understanding the benefits of flexible budgeting, you can better manage costs and allocate resources to avoid unnecessary expenses that will harm your financial health. Find out which is the best budgeting solution for your business and improve your profitability.
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