Zero‑Based Budgeting Without Spreadsheets: A Simple Monee Workflow

We’re Maya & Tom. We like money systems that are simple enough to agree in one sitting, fair enough to feel good, and light enough to actually use. This is our zero‑based budgeting workflow—no spreadsheets, no bank connections, just rules you can copy and a tool that makes them effortless.

Zero‑based budgeting means every unit of take‑home has a job for the month. Nothing floats “just in case.” We separate personal treats from joint essentials, pick fairness rules that fit our reality, and let the numbers serve the plan—not the other way around.

Note: we use ratios, roles, and rules (no currency figures). Adjust any split to match your household.

Why Monee? It’s fast to log (amount, category, optional note), supports shared households (both of you can add expenses), handles recurring items (rent, subscriptions, utilities), and keeps your data private. That makes it ideal for a zero‑based setup without the spreadsheet overhead.

The big idea

Assign every unit of income to a category for this month.
Prioritize essentials first, then shared goals, then fun.
Agree rules once; revisit only if something meaningful changes.

The Simple Workflow (No Spreadsheet Needed)

Define what’s joint versus personal

Joint essentials: rent, utilities, basic groceries, household supplies, transit passes, kids’ essentials (if applicable), shared digital subscriptions.
Shared goals: travel fund, emergency buffer, home projects.
Personal: treats, hobbies, gifts to each other, individual outings.
If you’re unsure, treat it as personal until you both agree it’s essential.

Choose a fairness model for joint categories
Pick one per category; mixing models is fine.

Income‑based split (e.g., 60/40 by net income) for rent and utilities.
Equal split (50/50) for basic groceries and household supplies.
Cap‑and‑split: equal split up to an agreed cap per month; above cap uses income‑based ratio.
Role‑based: the person who uses it more takes a higher share (e.g., gym).

Create categories you’ll actually use
Keep names clear and minimal:

Joint: Rent, Utilities, Groceries (Basics), Household, Transit, Subscriptions, Travel Fund, Emergency Buffer.
Personal: Maya Fun, Tom Fun, Gifts (Personal), Hobbies (Personal).
In Monee, set these up as custom categories so logging stays fast.

Pre‑assign the month with recurring items

Add recurring transactions in Monee for rent, utilities, subscriptions, and any fixed dues.
For goals, create categories like “Travel Fund” and “Emergency Buffer” and add planned contributions as recurring transactions. This “pre‑allocates” your month on day one, so you can see what’s left for variable categories.

Log as you go (keep it friction‑free)

The payer logs the expense: amount, category, optional note like “date night” or “bulk buy.”
Joint purchases go to joint categories; personal treats go to personal categories.
If you’re splitting an irregular joint expense (e.g., a new pan), pick the fairness rule upfront and log the single purchase to the relevant joint category. If needed, add a note like “60/40 split” for clarity; you don’t need to reconcile beyond that unless something changes.

Close the loop at month’s end

If a joint category runs over, agree which personal categories, if any, absorb it—or roll the overage into next month’s joint plan.
If a joint category has extra, move it to “Travel Fund” or “Emergency Buffer” by logging a positive allocation to that category.
No standing meetings; only revisit rules if income, housing, or priorities change.

Copy‑Paste Rules You Can Adapt

Use these as written, or tweak the splits and categories.

Rent & Utilities Rule

Split by income ratio (e.g., 60/40).
Log via recurring transactions in the Rent and Utilities categories.
Revisit only if income or housing changes.

Groceries Rule

“Basics” (ingredients, staples, household supplies) split 50/50.
Eating‑out and premium treats go to personal categories.
If basics exceed the usual pattern due to hosting or bulk stock‑ups, the excess follows the rent split (income‑based).

Subscriptions Rule

Shared household subscriptions split by income ratio; niche subscriptions go to personal.
Annual renewals count as shared only if both use them regularly.

Transit & Mobility Rule

Shared passes (e.g., family card) split 50/50.
Individual passes are personal unless one partner’s pass meaningfully reduces joint car/taxi costs; if so, consider an income‑based contribution.

Gifts & Celebrations Rule

Gifts to each other: personal.
Family/household gifts for others: joint, split 50/50.
Big shared events (e.g., milestone celebration) follow rent split, unless you both prefer 50/50.

Travel Fund Method

Create a “Travel Fund” category.
Contribute a recurring monthly amount split by income ratio.
All trip expenses (transport, lodging, shared meals) come from the Travel Fund.
Personal add‑ons (solo tours, upgrades) are personal.

Emergency Buffer Rule

Contribute a recurring monthly amount split by income ratio.
Only used for genuine emergencies or unavoidable household shocks.
If used, refill before increasing fun categories.

Personal Treats Rule

Each partner gets a personal fun category.
No explanations or approvals required.
Not used to backfill joint categories unless both agree.

Conversation Prompts (Decide in One Sitting)

Which categories are truly joint essentials today?
For rent and utilities, does income‑based feel fair this year?
Where do we want strict 50/50 versus caps?
What’s our minimum monthly for the Travel Fund and Emergency Buffer?
Which treats feel personal versus shared?
What change would trigger a revisit? (Examples: new job, move, childcare.)

Fairness Options at a Glance

Income‑based for fixed essentials: feels proportional and stable.
50/50 for basics that benefit both equally: encourages teamwork.
Caps to protect comfort: equal split until a soft cap, then income‑based.
Role‑based for usage: heavier user contributes more (transparent by design).
No model is “right.” Choose the one each category deserves.

Putting It Into Monee (Practical and Minimal)

Categories: Create joint and personal categories so entries are one‑tap obvious.
Recurring transactions: Set rent, utilities, subscriptions, Travel Fund, Emergency Buffer to recur on expected dates to pre‑allocate the month.
Fast entry: At purchase time, just log amount, category, optional note. The speed saves you from “I’ll do it later.”
Shared households: Both of you can add entries, so the record stays whole.
Monthly overview: See where the plan diverges, then tighten rules or categories next month—only if something important changed.
Filters and export: Filter by category or person when you need clarity; export data anytime if you want to analyze or switch.
Privacy: No ads, no trackers, no forced registration; your data stays under your control.
Availability: iOS and Android.

A Quick Example Setup (No Currency Figures)

Income split: 60/40 (net).
Joint categories: Rent (60/40), Utilities (60/40), Groceries Basics (50/50), Household (50/50), Subscriptions (60/40), Transit (50/50), Travel Fund (60/40), Emergency Buffer (60/40).
Personal categories: Maya Fun, Tom Fun, Gifts (Personal), Hobbies (Personal).
Recurring: Rent, Utilities, Subscriptions, Travel Fund, Emergency Buffer.
Notes rule: Add “split rule” in the note if non‑standard (e.g., “cap exceeded—income split”).
End‑of‑month: Surplus in Groceries Basics moves to Travel Fund; deficits in Utilities draw from Emergency Buffer, then refilled first next month.

Final Thought

Zero‑based budgeting works when categories are clear and logging is effortless. Set the rules once, lean on recurring items for the heavy lifting, and keep personal treats separate so fairness never feels like policing. If something meaningful changes, update the rules. Otherwise, let your simple system run—and enjoy the calm that comes from every unit having a job.