Frequently Asked Questions

General Questions

What is Budgeting Pro?

Budgeting Pro is a comprehensive budget management solution for B2B Shopify stores. It provides budget controls, approval workflows, and spending analytics to help businesses manage their procurement processes effectively.

How does Budgeting Pro work with Shopify?

Budgeting Pro is a non-embedded Shopify app that creates a dedicated subdomain for your store. It automatically synchronizes with your Shopify orders, converting them to draft orders that can be reviewed, modified, and approved within the budget management system.

Is Budgeting Pro suitable for my business?

Budgeting Pro is ideal for:

B2B companies with multiple locations or departments
Businesses requiring spending approval workflows
Organizations needing budget controls and monitoring
Companies with complex procurement processes
Shopify stores serving business customers

Do I need technical knowledge to use Budgeting Pro?

No technical knowledge is required. Budgeting Pro is designed with a user-friendly interface. However, initial setup (creating locations, setting budgets, inviting users) requires administrative planning.

Can I try Budgeting Pro before purchasing?

Yes! Budgeting Pro offers a free trial period that gives you full access to all features. The trial duration is specified during installation.

Installation and Setup

How do I install Budgeting Pro?

Visit the Shopify App Store
Search for "Budgeting Pro"
Click "Add app" and follow the installation process
Check your email for login credentials
Access your dedicated subdomain to complete setup

I didn't receive my login credentials. What should I do?

First, check your spam/junk folder. If you still don't see the email:

Wait 15-20 minutes (emails may be delayed)
Verify the email address associated with your Shopify account
Contact our support team with your shop domain

How long does the initial setup take?

Basic setup can be completed in 15-30 minutes, including:

Creating your first location
Setting up initial budgets
Inviting key users
Testing the Shopify integration

Can I migrate data from another system?

Yes, we provide data migration assistance for:

User lists and permissions
Budget information
Historical spending data
Location and organizational structure

What happens to my data if I uninstall the app?

Your data is retained for 30 days after uninstalling, allowing you to reinstall without data loss. After 30 days, data is permanently deleted in compliance with privacy regulations.

Budget Management

How do I set up budgets for different locations?

Navigate to Locations → Select Location
Click Budget → Create New Budget
Set budget amount, period, and approval thresholds
Configure rollover rules and restrictions
Save and activate the budget

Can I have different budget periods for different locations?

Yes, each location can have its own budget period:

Monthly budgets for operational expenses
Quarterly budgets for seasonal needs
Annual budgets for capital expenditures
Project-based budgets for specific initiatives

What happens when a budget is exceeded?

When a budget is exceeded:

Orders require additional approval levels
Automatic notifications are sent to managers
Budget alerts appear on dashboards
Spending may be temporarily restricted (depending on settings)

Can I adjust budgets during the period?

Yes, budgets can be adjusted with proper approval:

Increases require manager/executive approval
Decreases can be implemented immediately
Emergency adjustments are available for urgent situations
All changes are logged and auditable

How are unused budget funds handled?

Unused funds can be:

Rolled over to the next period
Returned to the general company budget
Redistributed among other locations
Carried forward for specific projects

Order Processing

How do orders sync from Shopify to Budgeting Pro?

Orders sync automatically:

Real-time synchronization for new orders
Draft orders are created in Budgeting Pro
Budget validation occurs immediately
Users are notified of new orders requiring attention

Can I modify orders after they're synced?

Yes, you can:

Add or remove products
Change quantities
Assign to different locations
Add notes or comments
Request additional approvals

What if an order exceeds the budget?

Options for over-budget orders:

Request budget increase for the location
Remove items to fit within budget
Split the order across multiple locations
Seek executive approval for budget override
Defer the order to the next budget period

How do approval workflows work?

Approval workflows are automatic:

System evaluates order against budget and thresholds
Routes to appropriate approver based on amount/rules
Approver receives notification and reviews order
Approval/rejection decision is recorded
Order status is updated and users notified

Can I track order status in real-time?

Yes, real-time tracking includes:

Current order status and location in workflow
Approval history and decisions
Budget impact calculations
Expected completion timeframes
Notifications for status changes

User Management

How many users can I add?

User limits depend on your subscription plan:

Starter plans typically include 5-10 users
Professional plans support 25-50 users
Enterprise plans offer unlimited users
Additional users can usually be purchased

Can users access multiple locations?

Yes, users can be assigned to multiple locations with different permission levels for each. This is useful for:

Managers overseeing multiple departments
Finance team members reviewing all locations
Executive users requiring company-wide access

How do I manage user permissions?

User permissions are managed through:

Role-based access (Admin, Manager, User, Viewer)
Location-specific permissions for each assignment
Spending limits per user
Approval authority levels
Feature access controls

What happens when an employee leaves?

When an employee leaves:

Suspend the account immediately to prevent access
Reassign any pending approvals to other managers
Transfer any orders in progress
Deactivate the account permanently
Retain historical data for auditing purposes

Can I integrate with our existing user directory?

Yes, Budgeting Pro supports:

Single Sign-On (SSO) integration
LDAP/Active Directory synchronization
SAML authentication
Custom API integrations for user provisioning

Shopify Integration

What Shopify data does Budgeting Pro access?

Budgeting Pro accesses:

Orders and draft orders
Product information and pricing
Customer data (for B2B orders)
Inventory levels
Basic store settings

Does Budgeting Pro affect my Shopify store performance?

No, Budgeting Pro:

Operates independently on its own servers
Uses minimal Shopify API calls
Syncs data efficiently in the background
Does not impact store loading times

Can I use Budgeting Pro with other Shopify apps?

Yes, Budgeting Pro is designed to work alongside other Shopify apps. However, we recommend testing compatibility with apps that heavily modify the order process.

What happens if the Shopify integration fails?

If integration issues occur:

Orders can be manually imported
System continues to function with existing data
Automatic reconnection attempts are made
Support is notified for immediate assistance

How often does data sync between systems?

Data synchronization occurs:

Real-time for new orders (within 1-2 minutes)
Every 15 minutes for order updates
Hourly for product and inventory updates
Daily for comprehensive data verification

Billing and Subscription

How much does Budgeting Pro cost?

Pricing varies by plan and features:

Starter: Basic features for small teams
Professional: Advanced features for growing businesses
Enterprise: Full features with priority support
Contact sales for current pricing and custom plans

Is there a free trial?

Yes, all new installations include a free trial period with full access to features. Trial duration varies by plan level.

What payment methods are accepted?

We accept:

Credit and debit cards (Visa, MasterCard, American Express)
PayPal payments
Bank transfers (for annual plans)
Shopify billing (charges appear on your Shopify bill)

Can I change my plan later?