Back in the day, I've used an excel based spreadsheet for a declining budget. Basically subtracting the planned purchases from the budget as you go. A little harder to keep track of, but effective if used properly.
A good old spreadsheet would have been my suggestion too! Do you have the one we used to use somewhere on your computer (I know it's been awhile) I can't tell you how many times I wish I had that spreadsheet still!
I must not understand the question. The same way you keep track of any expense. When you pay for things you account for them if you don’t then money magically evaporates and people get grumpy. This isn’t unique to maintenace it is for any expense.
we have Expensify for expenses but our maintenance team gets a budget and they are wanting a easy way to help keep track of their “bucket”. I specified maintenance bc it wouldn’t indicate someone who is not behind a computer.
We use an excel spreadsheet that has the budget uploaded for each month and as something is purchased by maintenance they add that expense to sheet and it shows their running balance in each category. I also use this sheet before close out to track invoices to make sure we have received them all