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Matter budget variance review

Use an approved matter-budget reporting refresh to create a source-linked budget exception and client-communication task. The design keeps source references, uncertain matches, and approval decisions visible to the responsible legal professional. It coordinates an administrative handoff with version checks and an exception queue. Budget estimates do not authorize fees or change the engagement agreement.

Planning workbook. This file helps you document a process. It does not connect to accounts, read records, send messages, or complete external actions. It works offline and sends no entries anywhere. Entries are not saved automatically; export or print a copy before closing. Avoid entering sensitive information.

1. Define the starting point

Start with an approved matter-budget reporting refresh. A successful handoff produces a source-linked budget exception and client-communication task. Define the accountable owner before connecting systems. Budget estimates do not authorize fees or change the engagement agreement. A source event is a request to evaluate the current state; it is not permission to make an irreversible change.

Process owner and backup rolesWhat will count as complete?

Current handling time and exceptions

2. Walk through the process

1. Lock the approved budget

Record matter, phase, currency, agreed scope, and budget version.

We have defined the owner, required information, and completion check for this step.Step 1 working notes

2. Read current actuals

Use reviewed time and expense sources with clear handling of drafts and unbilled entries.

We have defined the owner, required information, and completion check for this step.Step 2 working notes

3. Calculate deterministic variance

Compare actual and committed amounts against the approved scenario, retaining missing values.

We have defined the owner, required information, and completion check for this step.Step 3 working notes

4. Route professional review

The responsible lawyer reviews causes, remaining work, client terms, and any required communication.

We have defined the owner, required information, and completion check for this step.Step 4 working notes

5. Publish the approved next step

Link commentary or a revised estimate to the budget version and preserve the client-response record.

We have defined the owner, required information, and completion check for this step.Step 5 working notes

3. Check the information

Use invented references in this worksheet. Keep real documents and personal records in an appropriate private system.

Reference field	Working record	Check
matter_id	matter_id	Resolve the stable source reference in the correct client, entity, and engagement.
budget_version	budget_version	Bind approval to this exact source version; changes require review.
actuals_cutoff	actuals_cutoff	Validate the date, timezone, and approved reporting or review period.
reviewed_action_ref	reviewed_action_ref	Use the authorized owner or reviewed decision; unknown values stop the handoff.

Source of truth and access boundaries

4. Verify the process

Use synthetic examples. Mark a check only after recording what actually happened.

Draft time is labeled distinctly from billed actuals.A revised scope requires a new budget review.A repeated source event creates only one current review task.A changed source version invalidates an earlier approval.A named person can resolve an unclear or incorrect result.Work stops when the task is complete, withdrawn, or outside the agreed scope.A duplicate or interrupted handoff can be recovered without repeating a consequential action.Expected result, observed result, and recovery notes

5. Decide the next step

Your smallest reversible pilotReview date and decision

Retain qualified professional review for legal, accounting, tax, medical, financial, or other consequential decisions. This workbook does not certify compliance or guarantee results.