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Why is our Excel-based budget always out of date?

Your Excel-based budget becomes outdated because it relies on manual data entry, lacks real-time integration with operational systems, and creates version control problems across departments. By the time you consolidate spreadsheets from different teams, the numbers already reflect old assumptions rather than current business conditions. This structural limitation means your budget shows where you planned to be, not where you actually are.

Why does Excel make budgets outdated so quickly?

Excel creates outdated budgets because it depends entirely on manual updates and cannot connect to your live business data. Every time someone enters a figure, sends a file, or waits for another department to finish their section, your budget falls further behind reality. The spreadsheet sits frozen in time whilst your business keeps moving.

The problems compound when you work across multiple departments. Sales updates their revenue forecast in one file, production adjusts their costs in another, and HR plans headcount in a third spreadsheet. Each team works with their own version, their own assumptions, and their own timeline. When you finally collect everything for consolidation, you're merging data that was already days or weeks old when people entered it.

Version control makes things worse. Someone emails "Budget_Final_v3" whilst another person works on "Budget_Final_UPDATED". You spend hours checking which numbers are current, reconciling differences, and asking people to confirm their latest figures. By the time you've sorted out which version is correct, the business has changed again and the exercise needs repeating.

The time lag between data collection and consolidation creates a fundamental problem. If your budgeting cycle takes 12 weeks, the assumptions from week one are three months old by the time you finish. Market conditions shift, customers change their orders, suppliers adjust their prices, but your budget still reflects the world as it looked when you started the process.

What happens when your budget doesn't reflect current reality?

When your budget diverges from actual performance, several critical problems emerge that affect your organisation's ability to function effectively:

  • Delayed decision-making: You can't adjust spending quickly when revenue falls short because you don't see the gap until weeks after it emerges, and you miss opportunities to redirect resources toward high-performing areas because your budget doesn't show you where momentum is building

  • Eroded stakeholder trust: Department heads create their own tracking spreadsheets when they realise the central budget doesn't reflect reality, the board questions financial projections because forecasts keep missing actual results, and teams lose confidence in central planning

  • Strategic misalignment: Operations focuses on targets that no longer make sense given current market conditions, sales pursues opportunities that don't fit updated margin requirements, and projects continue consuming resources even though priorities have shifted

  • Management disconnect: Leadership discusses plans based on outdated assumptions whilst operational teams deal with a different reality, creating confusion about priorities and wasting time on conversations that don't match current conditions

These issues compound over time, creating an environment where different parts of your business pull in different directions. Without a current budget that everyone trusts, your organisation loses the coordination needed to respond effectively to changing market conditions and execute strategic initiatives successfully.

How do you keep budgets current without constant manual updates?

You keep budgets current by connecting your planning system directly to your ERP and operational systems so data flows automatically rather than through manual entry. This integration means your budget updates with actual results as transactions happen, giving you real-time visibility without asking anyone to export spreadsheets or type numbers.

Automated data synchronisation eliminates the consolidation bottleneck. When sales enters an order, production records output, or HR processes payroll, that information flows into your planning platform immediately. Everyone works with the same current data rather than waiting for monthly updates. You see variances as they develop instead of discovering them weeks later.

Collaborative planning platforms replace disconnected spreadsheets with a single shared environment. Each department updates their section directly in the system, with built-in workflow controls that track progress and notify people when their input is needed. Version control problems disappear because there's only one version, and everyone sees changes as they happen.

Role-based access and workflow automation keep the process moving without manual coordination. The system knows who needs to contribute to each section, sends automatic reminders when deadlines approach, and shows managers exactly where each team stands in the planning cycle. You spend time analysing results instead of chasing people for their spreadsheets.

How we help with keeping budgets current

We built Mercur Business Control specifically to solve the problem of outdated Excel budgets. Our platform connects directly to your ERP systems and syncs data across your business in real time, so your plans always reflect current performance.

Here's how we keep your budgets current:

  • Real-time ERP integration: We connect with SAP, Microsoft Dynamics, Oracle, IFS, Unit4 Agresso, and other major systems to pull actual results automatically, ensuring your budget reflects live transactional data rather than manually entered figures

  • Instant consolidation: Our VELOXIC database technology syncs data from across your organisation immediately, cutting hours off reporting cycles and eliminating the delays that come from waiting for departments to submit their spreadsheets

  • Collaborative workflows: Built-in process controls show you exactly where each department stands and notify teams when their input is needed, keeping everyone coordinated without manual follow-up or email chains

  • Minutes, not days: Update plans and run what-if scenarios in minutes rather than waiting days for manual consolidation, giving you the agility to respond quickly when business conditions change

  • Single source of truth: Everyone works with the same current numbers in one unified platform, eliminating version control problems and ensuring all decisions are based on identical, up-to-date information

These capabilities work together to transform your budgeting process from a lengthy, manual exercise into an agile planning cycle that keeps pace with your business. We turn budgeting cycles that used to take 12 weeks into 4-week sprints with no manual merges required. Your team spends less time gathering data and more time on analysis that actually helps you make better decisions. Contact us to see how we can help you maintain current budgets without constant manual updates.

 

 

 

Mercur Solutions (UK) Limited - UK office

Mercur Solutions Limited
Lily Hill Court, Lily Hill Road, Bracknell, RG12 2SJ
United Kingdom
+44 (0) 1344 388 025

Mercur Solutions AB - head office in Sweden

Mercur Solutions AB
Vretenvägen 13
SE-171 54 Solna
 
+46 (0)-459 69 00

 

Malmo Office

Rundelsgatan 16
SE-211 36 Malmö
 

Gothenburg

Västra Hamngatan 21
SE-411 17 Göteborg 

Mercur Solutions

A Swedish company with 50 years of experience, delivering solutions for performance management and business intelligence.

 

 

 

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