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Gathering budget input is a coordination problem as much as a modeling problem. Department heads know their numbers; finance owns the model.

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Structure the model first

Collecting input only works if the model is structured for it. Break the P&L down by department using breakdowns, or create a purpose-built sheet for the department head, so each head sees only their own numbers. Grant each head Limited Viewer access to their sheet(s) so they can review and comment on their numbers without touching the rest of the model.

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Collect input

As Limited Viewers, department heads can view and comment on their numbers, but the finance team makes every change. There are three ways to collect input:
  1. Comments in Francis. The department head leaves a comment on the relevant row, such as “add two FTEs in Q2” or “change to 40K”, and finance updates the value. Reply in the thread to clarify or discuss before you make the change.
  2. A live working session. Finance sits down with the department head, walks through the numbers together, and enters the figures during the conversation.
  3. An Excel template. Download the model to Excel, remove the sheets that don’t belong to the department head, and share the file as a template for them to fill out. When it comes back, copy the numbers into Francis or replicate their formulas.
Once you have the input, translate it into the model. How you update a row depends on how it was set up. If a row is hardcoded, copy-paste the new figure directly. If it is formula, build the formula in Francis.
Limited Viewers currently have view access only, so no unintended changes reach the model. Letting department heads propose suggestions or make direct edits is on the roadmap.

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Track progress

Use status indicators to manage the round. At the start of the round, mark rows To-do. Move them to In progress when input is received but not yet entered, and Done when the model reflects the agreed figures.