Budgeting
You can create a reusable group of extra costs with their quantities, prices and collect-in accounts.
In the account details, click the settings icon and choose **Extra Costs**.
Hover the **Groups** header and click **+**, then name the group. Groups are how you apply several related costs at once — *Per-diems & Travel* rather than three separate ticks.
The **−** removes a group; the eye hides it from the apply window without deleting it.
Click **+ Extra Cost** and fill in the row:
- **Description** — must be unique. - **Quantity** — the standard quantity for one application. - **Price** — the rate, with its currency. - **Collect In Budget Account** — where this cost's money is collected — see [how collect-in accounts work](/kb/article/how-collect-in-accounts-work).
**Total** is calculated — quantity times price — and **In Use** counts the accounts currently using this definition.
Quantity here is the *typical* case, because the per-account multiplier is what varies it. A hotel night is quantity 1 at the nightly rate; the person staying twelve nights gets a multiplier of 12 when the cost is [applied](/kb/article/apply-extra-costs).
Entering twelve here would mean one definition per length of stay.
Quantity and Price both accept variables and functions, not just numbers. The **fx** button switches the columns between the values and the formulas behind them.
That is what lets a per-diem rate live in one place and every extra cost reference it, so a rate change is one edit rather than fifteen. A whole rate card can be imported as variables — see [import variables from a spreadsheet](/kb/article/import-variables-from-a-spreadsheet).
**Deleting an extra cost.** Nothing checks whether an extra cost is in use before deleting it, and the assignments go with it. Check the **In Use** column first — it is the one delete that [gives you no warning](/kb/article/why-some-things-cant-be-deleted).
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