Budgeting sits at the heart of sound financial management. This is why choosing the right technique is crucial for CFOs – it shapes resource allocation, cost control and strategic agility. Incremental and zero-based budgeting are two leading methods that offer distinct approaches.
This guide explores both methods in a practical, CFO-centric context. They both offer their own advantages and disadvantages, which will help you choose the best fit for your organisation's financial strategy.
An incremental budget builds on the previous year's numbers. The current budget is used as a starting point, and incremental adjustments are made for the new period. These changes mostly account for inflation, market shift or organisational changes. Nothing is built from scratch. Rather, each line item is adjusted up or down, as needed. This method relies on the assumption that existing activities, costs and resource allocation are broadly valid.
The main features of incremental budgeting include the following:
Bases the new budget on last year's figures
Applies incremental increases and decreases
Relies on predictable trends or minor changes
Highly suitable for stable environments and steady operations
It is this predictability that makes the approach popular with large, established entities and public sector bodies.
The simplicity of the process allows for quick preparation and ensures continuity in spending. This way, departments know what to expect, which in turn supports their long-term planning. Here is how the whole process works:
Departments review last year's figures
Analyse for known changes such as wage rises, new hires, inflation, planned projects, etc.
Apply agreed increments to relevant budget lines
Finalise and approve after department input
Zero-based budgeting takes a very different approach. Every period, the budget is built from scratch, starting from zero. Every department, project and line item must be justified as if requested for the first time. This is why managers cannot assume any expenses will continue without renewed approval.
The defining aspects of this budgeting include the following:
Each period starts from scratch
No carry-over of previous budgets
Every cost must be justified individually
Designed to eliminate waste and drive efficiently.
Zero-based budgeting often appeals to organisations in transition, those seeking transformation or where cost control is a top priority.
This method requires more time and input but may uncover hidden inefficiencies and align funds directly with current priorities. The zero-based budgeting works in the following way:
All departments list and justify every required activity or cost
Managers prioritise spending based on organisational goals
Senior management ranks requests and allocates funds from zero upwards
Rigorous assessment continues throughout the review.
Feature | Incremental Budgeting | Zero-Based Budgeting |
Starting Point | Last year’s budget | Zero; no carry-over |
Efficiency | High; quick, easy | Low; needs detailed input |
Risk of Waste | Higher, as inefficiencies persist | Lower, all spending re-examined |
Innovation | Limited; conservative | Fosters innovation |
Justification | Only for changes | For every expenditure |
Responsiveness | Poor; slow to adapt | High; better for changing needs |
Adaptability | Modest; supports stability | High; drives efficiency and flexibility |
Risk of Waste | Higher; can entrench inefficiency | Lower; requires scrutiny |
Best Use Case | Stable and predictable environments | Periods of change, cost-cutting |
Incremental Budgeting | Zero-Based Budgeting |
Pros:
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Cons:
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Generally, the best approach depends on the business needs and context. Here are the reasons when CFOs can use one or the other approach:
Incremental budgeting is suitable for stable, slow-changing environments where year-to-year figures change little and cost patterns are predictable. It suits most established firms, non-profits, government bodies and organisations running long-term projects.
Zero-based budgeting is the tool of choice during times of change, cost-cutting or when strategic transformation is essential. It fits dynamic, fast-growing sectors or businesses keen to drive innovation and eliminate inefficiency.
There is also a third option that CFOs can adopt, and that is the hybrid solution. Many of them apply the zero-based principles to discretionary or underperforming units while retaining incremental updates to core, stable functions.
CFOs can use some of the following tips when implementing either of the methods:
Match the method to the strategic context
Staff buy-in supports successful rollout, especially for zero-based budgeting, which can increase workload
Schedule periodic deep dives and regular reviews into all spending because incremental and zero-based budgets can become stale
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Budgeting is never just about numbers, which is why there is no single solution. It's a core tool for steering an organisation's future. Incremental budgeting wins on speed and stability, but risks breeding complacency and inefficiency. On the other hand, zero-based budgeting demands more effort but promises sharper resource alignment and cost control.
The choice comes down to available resources and organisational appetite for change. This is why CFOs must weigh the options and align the budgeting to their strategic priorities. The best CFOs flex between methods, building budgets that deliver real value at every stage of business growth and evolution.
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