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How can you analyze expense variances more effectively?

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Expense variances are the differences between actual and budgeted costs for a given period or project. They can indicate how well your business is managing its resources, identifying potential savings, and achieving its goals. However, analyzing expense variances can be challenging, especially if you have multiple cost centers, categories, and drivers. In this article, you will learn how to use some effective methods and tools to simplify and improve your expense variance analysis and reporting.

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Tomi Akinwale ACCA, ACA, ACTI, B.TECH, FMVA, AAT.

Tax | Deloitte | Financial Reporting & Modelling |
Marcelo Vicente da Silva

Finance Executive l CFO l Financial Controller I Treasurer I Tax Strategist I Internal Controls I FP&A I Sarbannes…

1 Define your variance categories

Before you can analyze your expense variances, you need to define what types of variances you want to measure and report. For example, you may want to separate fixed and variable costs, direct and indirect costs, or operational and capital costs. You may also want to group your costs by function, department, or activity. By defining your variance categories, you can create a consistent and logical framework for your analysis and reporting.

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Tomi Akinwale ACCA, ACA, ACTI, B.TECH, FMVA, AAT.

Tax | Deloitte | Financial Reporting & Modelling |
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Break down expenses into relevant categories: This could be by department, type of expense (e.g., personnel, rent, materials), or any other relevant grouping.

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Marcelo Vicente da Silva

Finance Executive l CFO l Financial Controller I Treasurer I Tax Strategist I Internal Controls I FP&A I Sarbannes Oxley I Auditor I Risk Advisory I IBGC CCA l Philosophy Enthusiastic l Harvard Kennedy School
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é fundamental e relativamente simples garantir as análises horizontais e verticais em bases tempestivas. Fa?a essa análise do macro pro micro afim de justificar as varia??es. A análise horizontal vai mostrar pra você a curva ABC (Activity based cost) quase que de maneira automática indicando onde você deve prestar mais aten??o pra buscar maximizar as oportunidades de controle e de possíveis ganhos em eficiência. A análise vertical por sua vez irá possibilitar a captura de efeitos sazonais e/ou atípicos. Fa?a as análises sempre considerando Mês x Mês e Actual x Forecast.

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2 Choose your variance drivers

Next, you need to choose what factors or drivers influence your expense variances. These are the variables that affect your costs, such as sales volume, price changes, efficiency, productivity, or quality. By choosing your variance drivers, you can identify the root causes of your expense variances and take corrective actions if needed. For example, you can use a sales volume variance to determine how much of your expense variance is due to changes in sales quantity.

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Marcelo Vicente da Silva

Finance Executive l CFO l Financial Controller I Treasurer I Tax Strategist I Internal Controls I FP&A I Sarbannes Oxley I Auditor I Risk Advisory I IBGC CCA l Philosophy Enthusiastic l Harvard Kennedy School
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Você pode adicionar alguns "thresholds", ou seja, parametros (ou limites) para determinadas varia??es: Exemplo: Considerando que uma empresa possui um turn-over relativamente baixo, oscila??es nas despesas de folha de pgto devem ser pequenos. Desta forma, se há uma varia??o, por exemplo, de 5% talvez seja algo esperado e n?o há necessidade de uma análise mais apurada e/ou detalhada. Em rela??o ao balan?o, você pode por exemplo desejar que a participa??o do caixa empresa aumente em 10% ao mês em decorrência da gera??o de caixa operacional, sendo assim, a cada mês onde este 10% seja atingido, sinal de que os resultados est?o sendo atingidos, o que significa que "the company is on the track".

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3 Apply your variance formulas

Once you have defined your variance categories and chosen your variance drivers, you need to apply the appropriate formulas to calculate your expense variances. There are different formulas for different types of costs and drivers, such as material, labor, overhead, or fixed costs. For example, you can use a material price variance formula to calculate how much of your expense variance is due to changes in the price of materials. You can use a spreadsheet or a software tool to automate your variance calculations and avoid errors.

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4 Visualize your variance results

After you have calculated your expense variances, you need to visualize them in a clear and concise way. You can use charts, graphs, tables, or dashboards to display your variance results and highlight the key insights and trends. For example, you can use a waterfall chart to show how each variance driver contributes to the total expense variance. You can also use a heat map to show how different cost centers or categories perform against their budgets.

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Marcelo Vicente da Silva

Finance Executive l CFO l Financial Controller I Treasurer I Tax Strategist I Internal Controls I FP&A I Sarbannes Oxley I Auditor I Risk Advisory I IBGC CCA l Philosophy Enthusiastic l Harvard Kennedy School
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Transforme as suas análises em um sumário executivo. A alta administra??o n?o tem muito para detalhes e muitas vezes nem conhecimento e nem paciência e está tudo bem ser assim. Aprenda a consolidar suas informa??es: Garanta que o que você está levando seja relevante. Se for um e-mail lembre-se de utilizar a menor quantidade de palavras possíveis... e n?o custa nd perguntar pra aquele seu colega sincero "se ele captou a msg" antes de enviar dados para a diretoria, ou até mesmo, para seu líder direto.

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5 Communicate your variance findings

Finally, you need to communicate your expense variance findings to your stakeholders, such as managers, investors, or clients. You need to explain what your expense variances mean, why they occurred, and what actions you recommend or plan to take. You also need to tailor your communication style and format to suit your audience and purpose. For example, you can use a summary report to provide an overview of your expense variances, or a detailed report to provide more in-depth analysis and evidence.

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Marcelo Vicente da Silva

Finance Executive l CFO l Financial Controller I Treasurer I Tax Strategist I Internal Controls I FP&A I Sarbannes Oxley I Auditor I Risk Advisory I IBGC CCA l Philosophy Enthusiastic l Harvard Kennedy School
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Agora você analisou, analisou e tem conclus?es incríveis que v?o ajudar a empresa a ver onde está tudo bem e principalmente onde é necessário um plano de a??o. Atitude aqui é tudo! Torne os seus insights sempre um plano de a??o. A maior beleza da contabilidade, tanto a gerencial, quanto a corporativa está em gerar valor para a empresa do ponto de vista de tomada de decis?o em bases tempestivas. Use e abuse da comunica??o dos insights e engaje a sua empresa para a maximiza??o dos resultados sempre de maneira parceira e colaborativa.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you analyze expense variances more effectively?

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1 Define your variance categories

2 Choose your variance drivers

3 Apply your variance formulas

4 Visualize your variance results

5 Communicate your variance findings

6 Here’s what else to consider

Corporate Accounting

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