Your district's finances. Finally visible.
K12 BudgetBook is a year-round CFO daily cockpit — not just a budget book generator. Real-time burn rates, AI budget recommendations, principal request portals, procurement integration, and a budget book that writes itself.
Daily Financial Visibility
Stop finding overspending at month-end. Know where every dollar is going — every day.
CFO Daily Cockpit
A burn-rate dashboard that gives you a green/amber/red status on every budget account — updated daily. Know which line items are running hot before the Finance Committee asks.
- Projected exhaustion dates per account, recalculated daily
- Time-aware alert thresholds — exclude salary seasonality, tune utilities
- Drill-down to account detail with full methodology transparency
- Green / Amber / Red status labels, not just color coding
82% spent
91% spent
67% spent
104% spent
Smart Defaults
Every budget line item gets a projected amount — not a guess, but a calculation. AI uses account-level CAGR, category-specific inflation rates, and district enrollment trends to recommend a starting number. Every projection shows its math.
- Account-level CAGR with full 3-year lookback
- Category-specific inflation (CPI-Medical for benefits, CPI-Energy for utilities)
- Enrollment-adjusted per-pupil projections
- "Projected" label always shown — never presented as final
Configurable Alert Rules
Six alert types you configure once and forget. The system watches your accounts and pings you in the notification bell when something needs attention.
- Peer percentile — flag if spending exceeds district peer band
- Year-over-year — alert on unusual % change vs. prior year
- SPED threshold — Circuit Breaker early-warning trigger
- NSS compliance — Net School Spending floor monitor
- Trend break — AI detects unusual spending velocity
- Circuit breaker — hard stop at configurable overdraft level
Test preview — see which alerts would fire with your current settings before going live.
Team Workflows
Stop chasing emails and spreadsheets. Give principals a portal, connect procurement, and keep everyone working from the same source of truth.
Principal Budget Request Portal
Principals log in and see their building's budget — pre-filled with last year's numbers, COLI-adjusted. They submit requests in one structured form. No more emails in 14 different formats.
- COLI-prefilled request forms — last year + inflation-adjusted suggestion shown
- Building-scoped burn-rate view for principals
- Status tracker — approved, rejected, needs revision
- Central review queue for the CFO office
ProcureTrail Integration
The bridge between planning and spending that doesn't exist anywhere else. When a PO is created in ProcureTrail, BudgetBook checks the line item in real time before it's approved.
- Real-time budget check on every PO — before approval
- Configurable: warn on overdraft or block entirely
- Approved POs auto-sync as encumbrances
- Budget and procurement always in sync
Use ProcureTrail too? Bundle both and save 20%.
Comments & Collaboration
Budget review is a team sport. Comment on any line item, tag a colleague, and track resolution. Role-based access ensures everyone sees the right view.
- Inline comments on any budget line item
- Review status tracking across sections and departments
- Role-based access — CFO, Principal, Read-only
- AI budget chat — ask questions in plain English
Budget Book Generation
The deliverable that started it all — now the last step, not the only step. Upload, model, build, and present in one afternoon.
Upload & Map
Upload budget spreadsheets in any format. AI-assisted column mapping matches your data to DESE function and object codes. Save templates so next year is even faster.
Build Scenarios
Create copy-on-write budget scenarios to model different assumptions. Compare side-by-side, merge the best elements, and run compliance checks before finalizing.
Write Narratives
AI drafts budget narratives grounded in real Massachusetts budget books. Every section is reviewed and edited by your team before inclusion.
Generate & Publish
Choose from 3 professional templates. Generate audience-specific exports for different committees. Publish to a shareable web portal.
AI Narratives
AI drafts budget narratives grounded in real MA budget books — you review and approve every word. Nothing publishes without your sign-off.
3 Professional Templates
Modern, Classic, and Minimal templates — all GFOA-compatible. One click to switch. Your district branding applied automatically.
GFOA Readiness
Built-in checklist covering all four GFOA Distinguished Budget Award criteria. AI grades your draft and flags what's missing.
Audience-Specific Exports
One budget, four tailored exports: School Committee, Finance Committee, Town Meeting, City Council. Each at the right level of detail.
AI Shows Its Math
Every projection shows its calculation. Every narrative is clearly a draft. Nothing is hidden, nothing is automatic.
Smart Column Mapping
Upload any spreadsheet format. AI maps your columns to DESE codes. You review every mapping before anything is saved.
Analysis tools
Deep analysis built for school finance
Go beyond basic budgeting with tools designed specifically for Massachusetts K-12 financial management.
Revenue Forecasting
Model Prop 2.5 levy limits, Chapter 70 state aid, and local receipts. Visualize the Scissors Effect where rising costs outpace constrained revenue growth.
Scenario Comparison
Compare budget scenarios side-by-side with waterfall charts showing exactly where funds shift. AI-generated impact analysis explains the differences in plain English.
DESE Benchmarking
Compare your district against peers using official DESE data. See per-pupil spending percentile bands with full methodology transparency.
Personnel Projections
Model step-and-lane salary schedules, benefits costs, and retirement projections across multiple fiscal years.
SPED Cost Management
Track special education placements with a roster view. Calculate Circuit Breaker reimbursement and model out-of-district tuition costs.
Variance Analysis
AI analyzes budget-vs.-actual variances function by function and generates plain-English explanations of what changed and why.
Built exclusively for Massachusetts districts
K12 BudgetBook is not a generic tool adapted for your state. Every feature is purpose-built for how Massachusetts school finance actually works.
All ~400 districts pre-loaded with DESE enrollment, staffing, and expenditure data
Chapter 70 state aid integration with foundation budget calculations
Net School Spending (NSS) compliance tracking and reporting
Proposition 2.5 levy limit calculations with override modeling
Circuit Breaker SPED reimbursement calculator and projections
Schedule 19 DOR export for Department of Revenue submission
GFOA Distinguished Budget Award readiness checklist and tracking
Audience-specific exports
One budget, tailored for every audience
Generate committee-ready presentations in one click. Each export is tailored with the right level of detail for its audience.
School Committee
Comprehensive view with program-level detail, year-over-year comparisons, and narrative context for policy decisions.
Finance Committee
Revenue-focused presentation with levy limit analysis, reserve fund details, and enterprise fund summaries.
Town Meeting
High-level summary with clear visualizations, key budget drivers, and the bottom-line impact on the tax rate.
City Council
Department-level appropriation view with historical trends, performance metrics, and capital budget integration.
See it with your district's data
Book a concierge demo and we'll load your district's actual DESE data before you arrive. Or start your 30-day free trial today — set up in one afternoon.
Set up in one afternoon. 30-day free trial. No credit card.