> For the complete documentation index, see [llms.txt](https://docs.opencollective.com/oceurope/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.opencollective.com/oceurope/guides/deciding-on-how-to-use-your-money.md).

# Decide together how to use your budget

A practical conversation guide for your collective.

Your budget supports your collective’s purpose. A clear shared approach can make decisions easier and help people understand why a payment was made.

## 1. Start with the work

List what you want to achieve. Identify the resources needed for the activity itself, for the people doing it and for maintaining shared tools or spaces.

## 2. Check what is available

Look at the available balance, existing commitments and any restrictions attached to grants. Keep enough for commitments already made. Expected funding is not the same as money received.

### Read the platform budget

Open the **Budget** section of your collective page. Its presentation may use a simple list or charts. Review the balance and the records of incoming and outgoing money; open the full transaction list when you need more detail.

**Total raised** is historical activity. An **estimated annual budget** is an estimate. Neither should be treated as the amount available for a new commitment.

For planning, compare the displayed balance with commitments already made and any restrictions attached to funding. If the figures are unclear, ask OCE before promising a payment.

**Illustrative example:** a group has 500 available and has already committed 300 to an activity. The remaining planning room is 200 before any other restrictions or commitments are considered. These are invented figures, not an OCE balance.

The [platform budget guide](https://documentation.opencollective.com/collectives/managing-money/budgets) explains the display options. Charts can help a discussion, but everyone should also be able to understand the amounts in text.

## 3. Agree how decisions are made

Discuss who proposes spending, who reviews it and how the group handles disagreements. Decide what needs a wider conversation and how to avoid someone approving their own request without the appropriate review.

Record the approach in language the whole group understands. There is no universal percentage that makes a payment appropriate for every collective.

## 4. Explain the decision

Keep a short record of what was agreed and why. You can invite feedback before a decision or explain it afterwards, depending on your agreed process. Protect personal information in public updates.

## 5. Submit and learn

Use [the expense process](/oceurope/guides/expenses.md) for approved spending. Review what worked and adjust future plans with the group.

This guide adapts the themes of the Open Source Collective workshop described in the earlier documentation. It is a discussion aid, not a substitute for your hosting agreement or grant conditions.