What is the difference between a fixed budget and a flexible budget?

A fixed budget and a flexible budget are two distinct budgeting approaches used in financial planning and management. They differ in terms of their purpose, structure, and flexibility:

1. Fixed Budget:

• Purpose: A fixed budget, also known as a static budget, is designed to allocate a fixed amount of resources to various expense categories based on predetermined estimates. It is typically used for planning and control.

• Structure: A fixed budget remains unchanged regardless of actual financial performance or changes in circumstances. It is set at the beginning of a budgeting period and is often based on historical data or management's expectations.

• Flexibility: Fixed budgets do not adapt to changes in revenue, expenses, or business conditions. They are rigid and do not allow for adjustments based on actual results. As a result, they are less adaptable to unexpected changes.

• Use: Fixed budgets are commonly used in scenarios where expenses are relatively stable and predictable, such as in some manufacturing and production environments or for certain administrative expenses.

• Comparison: Fixed budgets are primarily used for variance analysis. Actual financial results are compared to the budgeted amounts to assess performance. Variances (differences) are analyzed to determine whether the organization met its budgetary goals.

2. Flexible Budget:

• Purpose: A flexible budget, also known as a variable budget, is designed to adjust to changes in activity levels or revenue. It is used for performance evaluation, especially in situations where expenses vary with changes in production or sales volume.

• Structure: A flexible budget breaks down expenses into fixed and variable components. Fixed expenses, like rent, remain constant, while variable expenses, like materials or labor, change based on activity levels.

• Flexibility: Unlike a fixed budget, a flexible budget can be adjusted or recalculated to reflect actual levels of activity or revenue. It allows for changes in expenses based on changes in the business environment.

• Use: Flexible budgets are commonly used in industries with variable costs, such as retail, hospitality, and healthcare, where expenses fluctuate with changes in sales or production levels.

• Comparison: Flexible budgets are used for performance evaluation by comparing actual results to budgeted figures based on the actual level of activity. This allows for a more accurate assessment of how well an organization managed its expenses given the actual conditions.

In summary, the key difference between a fixed budget and a flexible budget lies in their adaptability to changing circumstances. Fixed budgets are static and remain unchanged, while flexible budgets adjust based on activity levels or revenue changes. The choice between the two depends on the nature of the business, the predictability of expenses, and the need for budgeting precision in light of changing conditions.