How to Track Cash Spending in YNAB

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How to Track Cash in YNAB (Without Losing Your Mind)

Still Using Cash? YNAB Can Handle That.

Why Cash and Digital Budgets Don’t Always Play Nice

Cash is still king in certain parts of life—whether it’s tipping the babysitter, buying donuts at the school fundraiser, or grabbing last-minute gas at a rural station.

But if you’re using YNAB and primarily budgeting digitally, tracking those cash expenses can feel awkward. It’s easy to forget transactions or throw off your category balances if you’re not careful.

At Master Budget Coaching, we’ve helped dozens of clients bridge the gap between physical cash and YNAB’s digital system. The good news? YNAB makes it entirely possible—you just need a consistent process.

Step 1: Set Up a “Cash Wallet” Account in YNAB

The easiest way to start is by creating a dedicated account called “Cash” or “Wallet.”

Think of this as a virtual version of your physical wallet. Any time you withdraw cash from your bank, you’ll record it as a transfer from your checking account to your “Cash” account in YNAB.

Here’s how:

  • In YNAB, add an account (select “Unlinked”) and name it “Cash” or “Wallet”
  • When you pull out $100 from the ATM, record a transfer: $100 from Checking → Cash Wallet
  • This keeps your total net worth intact, but now the money exists in your physical possession—and in YNAB’s digital mirror

Step 2: Categorize Every Cash Transaction—Just Like a Card

This is where most people get tripped up. Once the cash is in your wallet, it becomes invisible unless you manually log the spending.

Every time you use physical cash, treat it just like a debit card transaction:

  • Enter it into the Cash account in YNAB
  • Assign the correct category
  • Add a memo if needed (e.g., “Tip for haircut”)

The key is frequency. You don’t have to log it instantly, but try to enter cash transactions at the end of the day or week while you still remember them.

Tip: Use the Mobile App or Voice Memos

If you’re out and about, open the YNAB mobile app and quickly jot down the expense. Can’t do that? Use a voice memo on your phone, or snap a picture of the receipt and enter it later.

The more friction you remove, the more likely you’ll stay consistent.

What If You Don’t Remember How You Spent It?

It happens. You withdraw $100, and three days later, it’s gone—and you can’t remember how.

Here’s what we recommend:

  • Create a catch-all category in your budget like “Untracked Cash” or “Forgotten Expenses”
  • If you ever have to reconcile your Cash account and the balance doesn’t match, assign the discrepancy to that category

This prevents your budget from becoming inaccurate and lets you acknowledge the gap honestly.

Use “Refill Up To” Targets for Ongoing Cash Use

If you regularly keep $50–$100 in your wallet, consider setting a target using YNAB’s “Refill Up To” feature.

Example:

  • You like to carry $80 in cash each week
  • In YNAB, create a category like “Cash On Hand”
  • Use the Refill Up To target to top it off whenever it dips below $80

This helps you treat cash like any other planned spending and ensures it’s always funded intentionally.

Coaching Story: From Frustration to Flow

One client, Jason, was constantly frustrated because his spending plan didn’t reflect his real-life habits. He used cash to pay for school lunches, tips, and yard sale finds—but never tracked it.

As a result, his categories were off, balances were confusing, and he stopped trusting the numbers.

We helped Jason create a “Wallet” account in YNAB, taught him how to enter cash spending weekly, and showed him how to reconcile the balance with what was physically in his wallet every Sunday.

“Once I started treating cash like a debit card, everything clicked. My budget actually matches reality now.”

Avoid These Common Cash-Tracking Mistakes

❌ Not Recording ATM Withdrawals

If you just reduce your checking balance manually, your budget won’t reflect where that money went. Always record it as a transfer to the Cash account.

❌ Delaying Entries for Too Long

Memory fades fast. If you wait a week to enter cash spending, you’ll forget what it was for—and it will likely land in the wrong category (or go unassigned altogether).

❌ Not Reconciling Your Cash Balance

Just like your bank accounts, your wallet should be reconciled occasionally. If YNAB says you should have $26 in cash, and you only have $18, record the $8 as “Untracked Cash” and reset.

YNAB’s Five Questions Apply to Cash Too

Just because it’s physical doesn’t mean it’s outside your plan.

When you withdraw $100 cash, ask:

  • What does this money need to do before I’m paid again?
  • Am I spending what I thought I would?

Your cash should be just as accountable—and just as flexible—as your debit card.

Check out YNAB’s updated method if you need a refresher:
➡️ YNAB’s Five Questions

Final Thoughts: Don’t Let Cash Derail Your Plan

YNAB was built to help you manage real-life money—and sometimes that means physical bills, not just digital transactions.

With a simple process, a little consistency, and a “Cash” account in YNAB, you can track everything, stay accurate, and spend confidently.

Cash doesn’t have to be messy. It just needs a plan.

About the Author

Trent Ladle is the founder of Master Budget Coaching and a YNAB Certified Coach with degrees in Business Management and an MBA. With nearly 40 years of budgeting experience, he helps clients build values-based spending plans—guided by the belief that when you master your spending, you master your life.

Want Help Making Your Budget Match Real Life?

We’ll help you build a plan that includes everything—from tap-to-pay to tip jars.

Schedule Your Free Consultation

How to Use Savings Targets in YNAB Effectively

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How to Use YNAB’s Savings Targets Effectively

YNAB’s target tools make your wish list real—by helping you plan, track, and follow through on your savings goals.

Why Traditional Savings Often Fall Short

We’ve all said it: “I’ll start saving when things settle down.” Or, “I’ll use whatever’s left at the end of the month.” But somehow, there’s never anything left.

That’s why at Master Budget Coaching, we help clients flip their thinking. Instead of waiting for “extra” money to show up, we use YNAB’s built-in savings target features to create intentional, proactive savings habits that actually work.

What Are Savings Targets in YNAB?

In the latest version of YNAB, there are three types of savings targets you can apply to a category. Each one serves a specific purpose and helps you answer this fundamental question:

“How much money does this category need—and when?”

Here’s a breakdown of the three types:

  • Set Aside Each Month: Add a consistent amount every month (e.g., $100/month for car maintenance or $50/month for holiday gifts)
  • Refill Up To: Keep the category topped up to a certain balance (great for groceries, gas, or clothing—expenses that fluctuate)
  • By Date Goal: Save a total amount by a specific date (e.g., $1,200 for a vacation by June 1)

YNAB guides you with prompts and progress bars. You’ll always know if you’re on track—or need to adjust.

Matching the Right Target to the Right Goal

1. Set Aside Each Month

Perfect for predictable, recurring expenses. Think:

  • Annual memberships (e.g., Amazon Prime, YNAB itself!)
  • Home maintenance
  • Birthdays
  • Holiday spending

Even if the expense isn’t monthly, the savings can be.

2. Refill Up To

Use this when the category gets used frequently, and you want it to maintain a healthy buffer. Best for:

  • Groceries
  • Household supplies
  • Pet expenses
  • Clothing

It helps prevent category depletion and makes spending more predictable.

3. By Date Goal

This is the best choice when your goal has a deadline. Great for:

  • Travel or vacations
  • Insurance premiums
  • Tuition payments
  • Big-ticket purchases (like a new mattress or appliance)

You’ll know exactly how much to save each month to hit your deadline.

Real-World Coaching Example: Planning a Trip Without Stress

One client, Andrea, came to us overwhelmed. She wanted to save for a summer vacation and build an emergency fund—but never felt like she had enough for either.

We helped her set up two categories:

  • “Vacation 2025” with a By Date Goal of $2,400 by July 1
  • “Emergency Fund” with Set Aside Each Month of $150

YNAB guided her monthly contributions and tracked her progress. When she reached her vacation goal a month early, she kept going—and doubled her emergency fund in the process.

“It was the first time I saved without guessing. I knew exactly what to do every month.”

Common Mistakes to Avoid

Using targets is powerful—but misusing them can cause frustration. Watch out for:

Too Many Targets

It’s tempting to create 20 different categories with savings goals. But spreading yourself too thin dilutes progress. Focus on 3–5 key priorities at a time.

Mismatched Goal Types

Using “Set Aside Each Month” for a vacation will leave you short. A “By Date Goal” would give you a defined end and pacing.

Ignoring Prompts

YNAB tells you how much to assign. If you skip those prompts repeatedly, your goals fall behind—and that builds friction.

Use YNAB’s Five Questions to Prioritize Targets

YNAB’s updated methodology is built on five core questions. Two of them are essential for savings:

  • What goals, large or small, do I want to prioritize?
  • What can I set aside for next month’s spending?

These two questions shape your future. Targets give those answers structure.

Want help applying them? Here’s a breakdown of the method:
➡️ YNAB: The Method Gets an Update

Final Thoughts: Make Saving Intentional, Not Accidental

The difference between financial stress and peace of mind isn’t willpower—it’s structure.

YNAB’s target tools make saving actionable. They shift your mindset from “maybe I’ll get there” to “I’m already on my way.” Whether you’re saving for travel, safety, or fun, your spending plan should reflect your future—not just your present.

About the Author

Trent Ladle is the founder of Master Budget Coaching and a YNAB Certified Coach with degrees in Business Management and an MBA. With nearly 40 years of budgeting experience, he helps clients build values-based spending plans—guided by the belief that when you master your spending, you master your life.

Ready to Build a Spending Plan That Supports Your Goals?

Let’s create a YNAB plan with clear, realistic savings targets—designed to help you move forward with confidence.

Schedule Your Free Consultation

How to Track Subscriptions in YNAB

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Using YNAB for Subscription Management

Keep track of your monthly, annual, and surprise auto-renewals with category tricks that actually work.

Subscriptions: The Budget Killers You Forgot About

You’ve got your plan. You’re feeling good. And then—boom. That $139 annual charge from Amazon Prime hits your account and sends everything sideways.

Sound familiar?

In today’s world, most of us are subscribed to something:

  • Music, movies, and streaming bundles
  • Fitness apps and online tools
  • Domain renewals or annual memberships
  • Subscription boxes you forgot you even signed up for

The problem isn’t the subscriptions—it’s the surprise. And when your spending plan doesn’t account for these recurring charges, they wreak havoc on your progress.

That’s where YNAB comes in.

The Real Cost of “Just $9.99/month”

Subscription spending feels small—but it adds up fast.

A recent survey by C+R Research found that Americans underestimate their monthly subscription spending by over $130. That’s more than $1,500 per year slipping through the cracks.

Worse, most people don’t even realize what’s auto-renewing.

That’s why one of the first things we do with new clients is create a YNAB category group just for subscriptions. It brings clarity, visibility, and control.

Step 1: Create a Dedicated Subscription Category Group

Inside your YNAB budget, create a group labeled something like:

  • “Recurring Subscriptions”
  • “Auto-Renewals”
  • “Digital & Annual Services”

This keeps them separate from your day-to-day spending, so you can see them at a glance.

Next, list every subscription you can think of:

  • Netflix, Spotify, Apple iCloud
  • Amazon Prime, Costco, Walmart+
  • Canva, Zoom, QuickBooks
  • Gym memberships, app trials, software renewals

If it renews automatically, it belongs here.

Step 2: Use YNAB’s Targets to Plan Ahead

For monthly subscriptions, set a simple monthly funding goal.

For annual or quarterly subscriptions, divide the total cost by the number of months until renewal and assign that amount each month.

Example:

  • Amazon Prime renews in 12 months at $139
  • Create a category called “Amazon Prime”
  • Set a target to contribute $11.59/month

By the time renewal hits, you’ll have the cash waiting—no panic, no overspending.

Step 3: Label Due Dates for Visibility

Use the category notes field or emojis to mark:

  • Due dates
  • Auto-renewal status
  • Last payment made

You can even include confirmation numbers, links to cancel pages, or reminders to revisit the subscription before it renews.

This turns your budget into a living reminder system—no more digging through old emails or payment histories.

Step 4: Use the Reflect Tab to Monitor Trends

Subscriptions are sneaky. They creep in and accumulate.

Use YNAB’s “Spending by Category” report in the Reflect tab to evaluate:

  • How much you’re spending annually on subscriptions
  • Which ones you’ve used (or ignored)
  • Where you might want to cut back

One of our coaching clients called this their “Netflix moment”—realizing they were spending over $200/month on services they hadn’t used in weeks.

They trimmed 6 subscriptions and reallocated the savings to a vacation fund.

Coaching Story: How Zach Turned Subscriptions Into Strategy

Zach had a good income, a solid plan… and a cash flow problem.

The culprit? Annual auto-renewals hitting at random times, derailing his month and forcing last-minute transfers.

We helped him:

  • Audit his subscriptions
  • Create separate categories for each service
  • Use YNAB’s target feature to plan for renewals
  • Tag each category with renewal dates and notes

Six months later, Zach said:

“My subscriptions used to surprise me. Now they’re just another part of the plan.”

Bonus Tips for Subscription Management in YNAB

  • Add a “Trial” category for new services so you remember to cancel
  • Review your subscription group every quarter
  • Use the Five Questions to ask if this spending still serves your values
  • Cancel one thing and reroute the money to a sinking fund or goal category

Remember: the goal isn’t to eliminate joy. It’s to eliminate surprises.

Final Thoughts: Subscriptions Don’t Have to Derail Your Plan

Subscriptions aren’t the enemy.

But untracked, unplanned auto-renewals can quietly erode your progress—especially when they’re scattered across accounts or hidden in fine print.

With a few smart moves in YNAB, you can turn subscriptions from a headache into just another part of your intentional spending plan.

Because peace of mind doesn’t come from cutting everything. It comes from knowing you’re in control.

About the Author

Trent Ladle is the founder of Master Budget Coaching and a YNAB Certified Coach with degrees in Business Management and an MBA. With nearly 40 years of budgeting experience, he helps clients build values-based spending plans—guided by the belief that when you master your spending, you master your life.

Want Help Managing Hidden Costs?

Let’s create a spending plan that sees everything—even the sneaky stuff. We’ll help you track, adjust, and grow with confidence.

Schedule Your Free Consultation

How to Fix Overspending in YNAB Without Feeling Like You Failed

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How to Fix Overspending in YNAB Without Feeling Like a Failure

Overspending doesn’t mean you’re bad with money—it means you’re human. Here’s how to recover, realign, and move forward with your spending plan in YNAB.

Overspending Happens—Even With a Spending Plan

You didn’t plan to go over on groceries. Or hit “buy now” on that late-night Amazon order. Or forget about the school fundraiser.

But here you are—staring at a red number in your YNAB budget.

Now what?

At Master Budget Coaching, we work with clients who feel defeated when they overspend. But the truth is, overspending isn’t failure. It’s information. It’s feedback. And most importantly—it’s fixable.

This article will walk you through exactly how to respond to overspending in YNAB, adjust your categories without guilt, and rebuild confidence in your plan.

Why Overspending Feels So Personal

For many of us, budgeting has always come with a side of shame. We’re taught that “good” money management means perfect prediction and rigid discipline.

So when we overspend—even by a little—we often think:

  • “I’m irresponsible.”
  • “I blew it again.”
  • “I’ll never get this right.”

But here’s what we teach instead:

A flexible spending plan expects overspending.
It’s not a failure. It’s a prompt to make a new decision.

YNAB was built with this philosophy in mind. That’s why it gives you tools to adjust without judgment.

What Actually Happens When You Overspend in YNAB

There are two types of overspending in YNAB:

  1. Cash Overspending (Red Numbers):
    You spent more than you had budgeted in a category using real money (like debit or checking). This reduces your “Ready to Assign” balance next month unless you cover it now.
  2. Credit Overspending (Orange Numbers):
    You used a credit card, but didn’t budget enough to cover it. YNAB flags this so you can assign dollars to the Credit Card Payment category later.

In both cases, YNAB gives you visual feedback—and an invitation to take action.

Step-by-Step: How to Fix Overspending in YNAB

Let’s walk through the actual fix. These are the steps we use with coaching clients every week.

1. Acknowledge Without Judgment

Overspending doesn’t mean you’ve “blown your budget.” It means your plan didn’t fully match reality. That’s normal.

Take a breath. No shame required.

2. Open Your Budget View

Switch to the current month. Look for red or orange categories. Click into the details to see what happened.

3. Cover From Another Category

Use YNAB’s “Move Money” tool (or drag and drop on desktop) to shift funds from a category that has extra.

We often recommend:

  • Reassigning from lower-priority areas (e.g., dining out, fun money)
  • Tapping temporary holding categories (e.g., “Stuff I Forgot”)
  • Using the “Ready to Assign” balance if available

4. If It’s a Credit Overspend, Assign to Payments

Make sure your Credit Card Payment category gets enough funding to pay off the overspend. This keeps your credit card balance from growing unintentionally.

5. Reflect: Was This Overspend Avoidable?

Ask yourself:

  • Was this expense unexpected, or just unplanned?
  • Did I make an intentional choice or an impulsive one?
  • Would I like to handle it differently next time?

There’s no punishment here—just pattern awareness.

6. Update the Plan Going Forward

If a category keeps going over, consider:

  • Increasing the monthly target
  • Breaking it into more specific subcategories
  • Using the “Spending by Category” report in the Reflect tab to spot trends

Overspending is a signal that something needs attention—not that you’ve failed.

Real-Life Example: Jasmine’s Grocery Spiral

Jasmine was a single mom trying to stick to $500/month for groceries.

Every month, she overspent by $75–$100. Every month, she felt like a failure. Every month, she wanted to give up.

We helped Jasmine:

  • Review her grocery trends using YNAB’s reports
  • Adjust her target to a more realistic $600
  • Build a buffer category for extras (like school lunches or parties)

Result? The overspending stopped—not because she shopped perfectly, but because the plan finally matched her real life.

She told us:

“I thought the problem was me. Turns out, it was just the wrong number.”

Mindset Shifts That Make a Difference

Let’s reframe some of the most common overspending myths:

Myth Reality
I failed. I need to adjust.
I’m bad with money. I’m still learning what works.
The plan is broken. The plan is evolving.
I should be more disciplined. I should be more aligned with real life.

Quick Tips for Preventing Repeat Overspending

  • Add a “Stuff I Forgot” category for surprises
  • Use goals and targets to pace spending
  • Do weekly budget check-ins (even 5 minutes helps)
  • Label categories with emojis or notes as reminders
  • Review your top YNAB habits once a quarter

You’re not trying to control every dollar—you’re trying to stay in conversation with your money.

Final Thoughts: You’re Not Behind. You’re Just Not Done.

Overspending doesn’t mean you’re off track. It means your plan is still in progress.

That’s true for all of us.

So the next time you see red or orange in YNAB, remember:

  • You don’t need to start over
  • You don’t need to feel bad
  • You just need to respond

And when you respond with intention instead of shame? That’s how real change happens.

About the Author

Trent Ladle is the founder of Master Budget Coaching and a YNAB Certified Coach with degrees in Business Management and an MBA. With nearly 40 years of budgeting experience, he helps clients build values-based spending plans—guided by the belief that when you master your spending, you master your life.

Need Help Navigating Overspending?

We’ve helped hundreds of people rebuild trust in themselves and their plan. Let’s do it together.

Schedule Your Free Consultation

How to Manage Money Together Using YNAB

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How to Budget as a Couple Using YNAB

Shared finances don’t have to mean shared frustration. Here’s how to use YNAB to build trust, teamwork, and a spending plan that supports both of you.

Why Budgeting as a Couple Feels So Hard

Money isn’t just about math. When you’re in a relationship, it becomes emotional, relational, and—at times—conflict-laden.

At Master Budget Coaching, we’ve worked with dozens of couples who want to stop fighting about money but don’t know where to begin.

The good news? With the right structure, shared financial decisions can become a place of unity instead of tension.

YNAB gives couples a flexible, transparent platform for:

  • Building shared goals
  • Maintaining personal autonomy
  • Tracking real spending in real time
  • Talking about money without blame

Let’s break down the key steps to budgeting together without losing your mind—or your marriage.

1. Start With a Conversation, Not a Spreadsheet

Many couples jump straight into categories and numbers. But sustainable success begins with communication.

Ask each other:

  • What did money feel like growing up?
  • What are your biggest financial fears?
  • What would financial peace look like for you?

These questions create space for empathy, not just logistics.

Once you’re on the same page emotionally, the tactical decisions come more easily.

2. Use One Shared Budget—With Room for Individuality

There’s no one-size-fits-all model for managing shared expenses. But in YNAB, we often recommend:

  • One joint budget for household spending
  • Separate categories for individual discretionary use

This setup keeps things simple while still honoring autonomy.

Examples of personal categories:

  • Coffee or snacks
  • Hobbies or subscriptions
  • Gifts or clothing

You don’t have to agree on how every dollar is spent—but you should agree on how much each person controls freely.

3. Assign Every Dollar Together

In YNAB, you only budget money you already have.

That means every time you receive income, you sit down together (or sync up virtually) and ask:

“What does this money need to do before we’re paid again?”

This promotes teamwork and transparency.

Use the Reflect tab regularly to review how your money has supported your priorities so far. If you haven’t explored this feature yet, check out our guide on how to use YNAB’s Reflect tab effectively.

4. Build Shared Goals—Big and Small

Shared goals bring meaning to your spending plan.

In YNAB, use category notes and savings targets to track:

  • Emergency fund contributions
  • Down payments or debt payoff
  • Anniversary trips
  • Baby prep or home upgrades

Agreeing on a common destination can reduce friction about short-term sacrifices.

And when you celebrate hitting those milestones? The emotional payoff is even bigger than the financial one.

5. Schedule Money Talks (So They Don’t Happen During Arguments)

Set a recurring money date. It doesn’t have to be long or formal.

Our clients often find success with:

  • Weekly 15-minute syncs (on Fridays or Sundays)
  • Monthly reflection sessions
  • Quarterly goal-setting reviews

The goal? Make talking about money feel normal—not just something you do when there’s a crisis.

6. Let the App Carry the Emotional Load

YNAB does more than organize transactions.

It:

  • Removes guesswork
  • Offers real-time clarity
  • Prevents duplicate spending
  • Gives both partners equal visibility

No more “I thought we had more in checking” or “Why did you spend $100 at Target?”

YNAB takes the pressure off your memory and puts the facts on the screen.

If you want a deeper dive into how YNAB can help couples, we recommend their official article: Budgeting as a Couple – YNAB Blog

Coaching Snapshot: Nina & Luis

Nina and Luis had very different financial styles.

  • Nina tracked every cent
  • Luis trusted “gut feel” and rarely checked balances

They weren’t fighting—but they were financially disconnected.

After one month using a shared YNAB budget with personal categories, they reported:

  • Less tension about purchases
  • More excitement around shared goals
  • A new weekly ritual of reviewing the Reflect tab over coffee

Luis put it best:

“Now we’re rowing the same direction instead of just floating beside each other.”

Final Thoughts: Your Relationship > Your Receipts

The goal of budgeting as a couple isn’t perfection.

It’s connection.

YNAB gives you a structure that supports trust, teamwork, and peace of mind. But the real win is knowing that money no longer feels like a wedge between you—it’s a tool you use together.

About the Author

Trent Ladle is the founder of Master Budget Coaching and a YNAB Certified Coach with degrees in Business Management and an MBA. With nearly 40 years of budgeting experience, he helps clients build values-based spending plans—guided by the belief that when you master your spending, you master your life.

Ready to Budget as a Team?

We’ll help you set up a shared system in YNAB that works for both of you.

Schedule Your Free Consultation

Top 5 YNAB Reports and How to Use Them

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Top 5 YNAB Reports (And How to Use Them)

Your spending plan tells you where your money is going today. The Reflect tab shows you where it’s been—and where it’s headed. Here’s how to use YNAB’s best insights to make smarter financial decisions.

Why the Reflect Tab Matters in Your Spending Plan

Creating a spending plan is an essential first step. But reviewing how well that plan actually worked? That’s where the transformation happens.

YNAB gives you powerful tools to visualize your financial behavior over time. And yet, many users never fully explore the Reflect tab—or they get overwhelmed trying to interpret it.

At Master Budget Coaching, we walk clients through YNAB’s five core reports inside the Reflect tab to build a reflection habit that’s simple, insightful, and actionable.

In this article, we’ll break down:

  • What each report shows you
  • Why it matters
  • How to use it effectively
  • When to review it

Whether you’re brand new to YNAB or looking to level up your system, this guide will give you the clarity you need.

The 5 Insights That Matter Most

The Reflect tab in YNAB isn’t just for tracking totals—it’s a decision-making dashboard. Each tool inside it is designed to help you align your spending with your priorities and evaluate progress over time.

Let’s walk through the five reports that drive the most insight.

1. Spending by Category

What It Shows: This view breaks down your spending by category over a specific time period.

You can filter by:

  • Month, quarter, or custom dates
  • Category groups
  • Accounts or Payees

Why It Matters: It answers the question: “Where is my money actually going?”

We use this with clients to:

  • Spot lifestyle creep
  • Flag high-spend areas
  • Identify low-use categories that could be simplified
  • Align spending with values

How to Use It:

  • Compare planned vs. actual in high-impact areas like groceries, dining, subscriptions
  • Look for patterns in category groups (e.g., auto-related, self-care, kids)
  • Use as a check-in when things “feel tight”

When to Review: Monthly during your spending plan reflection.

2. Spending by Payee

What It Shows: Breaks down your spending based on who you’re paying—not what you’re paying for.

Why It Matters: It helps identify:

  • Where your money is actually flowing out
  • Brand loyalty habits (intentional or not)
  • Redundancies in merchants

How to Use It:

  • Filter by month or year
  • Combine with category data to see if it aligns
  • Spot areas where subscriptions or shopping may need attention

When to Review: Quarterly or semi-annually for big-picture clarity.

3. Income vs. Expenses

What It Shows: Compares your total income received to your total outflows during a chosen timeframe.

Why It Matters: It reveals if you’re living within your means—not just budgeting to do so.

How to Use It:

  • Check monthly net totals to avoid snowballing overspending
  • View income-to-spending ratios over 3–6 months
  • Use positive months to build a buffer or pre-fund next month

When to Review: Every month and year-end.

4. Net Worth

What It Shows: Your financial position over time—assets minus liabilities.

Why It Matters: This is the long game. Net worth reflects what’s really happening behind the scenes.

How to Use It:

  • Track month-to-month changes
  • Compare year-start vs. year-end
  • Spot whether spending shifts are helping or hurting long-term goals

When to Review: Monthly (quick look) and quarterly (deeper dive).

5. Age of Money

What It Shows: The average age—in days—of the dollars you’re spending.

Why It Matters: It reflects how far ahead you are financially.

How to Use It:

  • Watch for steady increases
  • Celebrate hitting milestones (30, 45, 60+ days)
  • Use it to justify increasing your buffer or savings rate

When to Review: Include it as part of your monthly Reflect tab check.

Don’t Let the Data Intimidate You

If you’re new to the Reflect tab, start with just one section.

Quick-start plan:

  1. Choose the “Spending by Category” view
  2. Set a custom date range for the last 30 days
  3. Ask yourself:
    • What surprised me?
    • What do I want to do more of?
    • Where can I adjust?

Coaching Snapshot: Jamal’s Report Routine

Jamal, a nonprofit director, came to us feeling out of sync with his money. He wasn’t overspending, but he never knew if he was making progress.

We set him up with a quarterly reporting routine.

By using YNAB’s “Income vs. Expenses” and “Net Worth” views in the Reflect tab, he discovered:

  • He had been growing his net worth without realizing it
  • His travel spending was much higher than expected
  • He had room to increase his emergency fund contribution

Now, Jamal checks his Reflect tab on the 1st of every month—just after payday. He calls it his “money dashboard.”

And for the first time, he feels like the CEO of his finances.

Data Doesn’t Judge. It Guides.

It’s easy to feel nervous about looking too closely at your numbers.

But here’s the truth:

  • The Reflect tab doesn’t scold.
  • It doesn’t shame.
  • It doesn’t tell you what you should do.

It simply shows you what has happened—so you can decide what happens next.

That’s the power of awareness.

When you use these reports regularly, you move from reaction to strategy. You stop guessing. You start seeing. And from there, you can choose with clarity.

About the Author

Trent Ladle is the founder of Master Budget Coaching and a YNAB Certified Coach with degrees in Business Management and an MBA. With nearly 40 years of budgeting experience, he helps clients build values-based spending plans—guided by the belief that when you master your spending, you master your life.

Ready to Use YNAB’s Reflect Tab Like a Pro?

We’ll help you read your numbers, uncover insights, and turn data into confidence.

Schedule Your Free Consultation

How to Create a Monthly Spending Review in YNAB

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How to Create a Monthly Review Process Using YNAB

Reviewing your spending and savings each month can help you fine-tune your plan and align your goals. Here’s how to build a simple reflection habit that sticks.

The Power of Looking Back

If you’ve ever felt like your money disappears without warning, you’re not alone. Even the most well-intentioned spending plan can fall apart without regular check-ins.

At Master Budget Coaching, we’ve seen it countless times: Someone builds a beautiful plan in YNAB—but months later, they wonder why nothing’s changed.

The truth is, a spending plan isn’t just about assigning dollars. It’s about reviewing, adjusting, and learning—on a regular basis.

And the best cadence we’ve found? Once a month.

Why Monthly Reviews Matter

A monthly review is the difference between a plan that works in theory and one that actually transforms your finances.

Without reflection, it’s easy to:

  • Miss overspending trends
  • Forget annual expenses
  • Lose motivation
  • Ignore your goals
  • Feel disconnected from your money

With a review habit in place, you:

  • Make better spending decisions
  • Adjust before things go off track
  • Celebrate progress (even when it’s small)
  • Keep your goals visible and actionable

In short, it brings your spending plan to life.

Step 1: Set a Ritual (And Keep It Simple)

The first step is to make your monthly review something you look forward to—not dread.

Some of our clients:

  • Brew a favorite drink
  • Light a candle
  • Turn on calming music
  • Book 30 minutes on a Sunday night

The goal is to create a predictable, low-pressure space to engage with your plan.

You don’t need a spreadsheet. You don’t need perfection. You just need a recurring date with your money.

Step 2: Open YNAB’s Reports Tab

YNAB’s built-in Reports feature is powerful—but underused. It’s your best friend for reflection.

Open the Spending Report for the past month. Look at these areas:

1. Spending by Category

Where did your money actually go? Does it match what you expected? Are there categories that were consistently over (or under) funded?

2. Largest Spending Areas

What categories are taking the biggest chunks of your budget? Do they reflect your values—or are they “autopilot” spending?

3. Income vs. Spending

Did you live within your means? If not, where did you dip into savings or move money from?

4. Trends

Are you spending more or less than usual on groceries, gas, subscriptions, etc.? Any habits shifting?

Even five minutes in this tab can spark huge insights.

Step 3: Review Category Balances

Head back to your main budget view. Ask yourself:

  • Which categories had leftover funds?
    → Should I sweep them into savings or leave them there?
  • Which categories went over?
    → Was it a one-time surprise or a sign I need to increase the target?
  • Which goals are progressing well?
    → Celebrate these! Momentum matters.

This process builds the muscle of intentionality. You’re not judging your spending—you’re getting curious about it.

Step 4: Journal Quick Wins and Challenges

This step is optional—but powerful.

Take 5–10 minutes to jot down:

  • One thing you did well
  • One thing you want to change next month
  • One insight about how you use money

Over time, these notes create a log of personal growth. You’ll see patterns. You’ll build self-trust. You’ll remember your progress.

Some clients keep a money journal in a Google Doc. Others leave comments right in their categories using YNAB’s Notes feature.

Whatever you choose, remember: Reflection is more powerful than restriction.

Step 5: Adjust Next Month’s Plan

Now that you’ve looked back—it’s time to look forward.

Click ahead to next month in YNAB and make updates:

  • Increase targets for categories you consistently overspend in
  • Reallocate dollars from stagnant categories to ones that need support
  • Set new targets for upcoming events (birthdays, travel, school expenses)
  • Reset any category goals that no longer serve you

This ensures your plan stays fresh, relevant, and aligned with your actual life.

Coaching Snapshot: Erin’s Monthly Money Reset

Erin, a single mom and public school teacher, used to avoid looking at her finances. Money stressed her out—and she felt like she was always behind.

When she started coaching with us, we introduced a 30-minute monthly check-in using YNAB.

At first, it felt awkward. But after three months, Erin told us:

“It’s like I finally understand what’s going on with my money. I don’t feel behind—I feel involved.”

She now:

  • Tracks her grocery trends
  • Adjusts savings goals proactively
  • Celebrates every debt payment
  • Looks forward to her “money date” with coffee and candles

Her income didn’t change. Her mindset did.

What If You Miss a Month?

Life happens. You get busy. You forget.

That’s okay.

Just pick it up again. Don’t go back and redo everything. Just start fresh—right where you are.

A missed review isn’t failure. It’s just a pause.

Pro Tips to Stay Consistent

  • Add it to your calendar as a recurring event
  • Pair it with something enjoyable (music, snacks, cozy space)
  • Keep a checklist so you don’t forget steps
  • Share wins with a partner or accountability buddy
  • Use the same time each month (like the 1st Sunday, or last Friday)

The simpler and more enjoyable the process, the more likely you’ll stick with it.

Build the Habit. Reap the Rewards.

A monthly review is like a health checkup for your spending plan. It keeps small problems from turning into big ones. It helps you course-correct with grace. And most importantly, it reconnects you with your goals.

At Master Budget Coaching, we’ve seen monthly reviews transform:

  • Overspenders into mindful planners
  • Anxious clients into confident decision-makers
  • Budgeting skeptics into YNAB superfans

You don’t need a finance degree. You don’t need hours every week. You just need 30 minutes a month—and the willingness to look.

About the Author

Trent Ladle is the founder of Master Budget Coaching and a YNAB Certified Coach with degrees in Business Management and an MBA. With nearly 40 years of budgeting experience, he helps clients build values-based spending plans—guided by the belief that when you master your spending, you master your life.

Ready to Build Your Monthly Review Habit?

Let us show you how a few intentional minutes each month can bring clarity, momentum, and joy to your money.

Schedule Your Free Consultation

How to Budget Variable Income Using YNAB

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How to Budget Variable Income Using YNAB

If your paycheck changes every month, your spending plan doesn’t have to suffer. Here’s how to create stability and momentum with YNAB.

Feast or Famine: The Freelancer’s Dilemma

Some months you feel rich. Others, you’re holding your breath.

Whether you’re a freelancer, gig worker, creative professional, or seasonal employee—variable income brings with it a unique kind of financial stress:

  • You earn enough… but it’s inconsistent
  • You don’t know how much is “safe” to spend
  • You’re never sure if you can save
  • You feel like you’re starting from scratch each month

If that sounds familiar, you’re not bad with money—you’re missing a spending system built for fluctuation.

At Master Budget Coaching, we help variable income earners create structure using YNAB. The goal? Replace the rollercoaster with a spending plan that works—no matter what hits your account this week.

Why Traditional Budgets Fail for Irregular Income

Standard budgets are based on fixed paychecks. They assume:

  • The same amount arrives every two weeks
  • You can plan a whole month at once
  • You always know what’s coming

That’s a luxury most self-employed folks don’t have.

So if you’ve tried budgeting and failed—it’s probably not your fault. The tool didn’t fit the job.

What you need instead is a cash-based, real-time spending plan that changes with your income—and puts you back in control.

That’s where YNAB shines.

Step 1: Shift Your Mindset from Monthly to Priority-Based

The #1 mistake variable income earners make? Trying to budget like salaried employees.

Instead of planning around fixed dates or months, we teach clients to assign dollars based on current availability and immediate priorities.

This is rooted in YNAB’s first question: What does this money need to do before you’re paid again?

Forget what the calendar says. Ask:

“How can this money take care of my needs until more arrives?”

Step 2: Budget What You Actually Have

If your checking account says $2,300, then that’s what you plan with.
Not what you hope to earn. Not last month’s average.

This is one of YNAB’s foundational rules:

Only assign dollars you already have.

When income hits, it goes straight into Ready to Assign.
From there, you give each dollar a job based on current needs, not future guesses.

That might look like:

  • Rent: $1,000
  • Groceries: $300
  • Gas: $100
  • Debt payment: $200
  • Next month’s bills: $300
  • “Oh No!” buffer: $400

If you don’t have enough for everything? That’s okay.
You fund what matters most—right now.

Step 3: Use Categories That Smooth the Ups and Downs

With variable income, you don’t just need a plan—you need cushions.
These are the category types we recommend for clients:

A. Income Holding Category (Optional for Advanced Users)

Some freelancers park all income into an “Income Holding” category.
Each week or month, they assign themselves a fixed paycheck.

This approach creates personal consistency—even if invoices pay late.

B. True Expense Categories

Every irregular expense becomes a monthly habit:

  • Quarterly tax payments
  • Website hosting
  • Holiday gifts
  • School supplies
  • Insurance premiums

You can even use YNAB’s targets to divide big bills into manageable chunks.

$1,200 annual insurance = $100/month
$600 tax prep = $50/month

This makes “surprise” expenses… not so surprising.

C. Emergency + Buffer Funds

Variable income demands a safety net.

  • A Buffer Category lets you smooth temporary dips without stress
  • An Emergency Fund covers true oh-no moments: illness, car trouble, work loss

Start small—even $25/month helps. Over time, you’ll feel more stable.

Step 4: Save Ahead When Times Are Good

In big months, the temptation is to spend freely.

But your future self will thank you for restraint.

We coach clients to think in cycles:
Good month → cover this month + pre-fund next month + save excess

Example:
You earn $6,000 in January
Your current needs total $3,500
That leaves $2,500

What can you do?

  • Fully fund February’s essentials
  • Pay down debt
  • Add to emergency savings
  • Set aside taxes
  • Fund future goals (travel, tech, etc.)

By treating surplus income as a way to stabilize future months, you avoid panic when business slows.

Step 5: Track Income Frequency and Averages

While you only assign dollars you have, you should still track income trends.

Create a category called “Total Income” and log each payment.

YNAB’s Reports tab will show:

  • Monthly averages
  • Highs and lows
  • Seasonal patterns

This insight helps you:

  • Decide how large your buffer should be
  • Forecast when to book more work
  • Time major purchases with confidence

Coaching Snapshot: Taylor the Photographer

Taylor runs a wedding photography business. Some months she earns $8,000. Others? $1,200.

Before YNAB, her pattern looked like this:

  • Panic in low months
  • Overspend in high ones
  • Miss savings goals
  • Constant anxiety

We helped her:

  • Build a category for quarterly taxes
  • Start saving 1 month ahead
  • Assign money weekly based on availability
  • Create a 2-month buffer over time

Today? Taylor says:

“I finally feel like I can make decisions. Even in slow season, I’m not stressed anymore.”

Common Mistakes (And How to Avoid Them)

❌ Budgeting expected income

Instead: Only budget dollars in your account.

❌ Forgetting taxes

Instead: Set aside a percentage into a “Tax Holding” category (15–30% depending on your situation).

❌ Funding everything equally

Instead: Fund based on urgency. Rent before restaurants.

❌ Avoiding the app during lean times

Instead: Engage more. Adjusting is part of the process.

Final Thought: Stability Is a Strategy

You can’t control when clients pay, when gigs appear, or what the market does.

But you can build a system that works with your income pattern.

A well-built YNAB plan:

  • Protects you during low months
  • Guides you during big months
  • Keeps you consistent without constant guessing

Variable income doesn’t have to mean financial instability.
It just means you need a flexible, responsive plan.

About the Author

Trent Ladle is the founder of Master Budget Coaching and a YNAB Certified Coach with degrees in Business Management and an MBA. With nearly 40 years of budgeting experience, he helps clients build values-based spending plans—guided by the belief that when you master your spending, you master your life.

Ready to Stabilize Your Income?

We’ll help you turn variable pay into a consistent plan—so you can thrive with confidence, not just survive.

Schedule Your Free Consultation

How to Handle Unexpected Expenses with YNAB

Personal FinanceLeave a comment

How to Handle Unexpected Expenses in YNAB

When life throws a curveball, your spending plan should be ready to flex with it.

That Wasn’t in the Plan…

You’re cruising along—making progress, feeling in control—when suddenly:

  • The car needs $800 in repairs
  • Your dog swallows a sock
  • Your kid texts you from college: “My laptop died. I need a new one ASAP.”
  • You get invited to a last-minute out-of-town wedding

What do all these have in common?

They weren’t on the calendar—but they just hijacked your finances.

If you’ve ever been thrown off by a surprise expense, you’re not alone. But you’re also not stuck.

At Master Budget Coaching, we help clients use YNAB to absorb life’s surprises without panic, guilt, or credit card debt. The secret? Building a flexible, prepared spending plan that can adapt on the fly.

Why Most Budgets Fail When Life Gets Messy

Traditional budgets operate like static spreadsheets:

  • Plan a month ahead
  • Allocate every dollar perfectly
  • Hope nothing unexpected happens

But something always does.

And when it does? That “perfect” budget turns into a source of shame.

YNAB flips that script by encouraging flexibility from day one. Instead of locking in a budget, you build a living spending plan—a system that changes as your needs change.

Unexpected expense? You adjust your plan—not your goals, your identity, or your self-worth.

Step 1: Normalize the Unexpected

Surprises aren’t exceptions—they’re inevitable. You can’t know what will go wrong. But you can be sure something will.

The mindset shift starts here:

“I won’t wait for a crisis to react. I’ll prepare for the unexpected—on purpose.”

This is where YNAB’s system shines.

By using categories like:

  • Emergency Fund
  • Surprise Medical
  • House or Car Maintenance
  • “Oh No!” Buffer

…you give surprise expenses a place to land. No scrambling. No shame. Just a plan.

Step 2: Create Catch-All Categories for Real Life

Let’s break down the most common ways clients prepare inside YNAB:

A. Emergency Fund (General Safety Net)

Ideal for true “stop everything” moments: job loss, ER visits, furnace failure.

We recommend:

  • A separate Emergency Fund category
  • A goal target ($500–$2,000 to start, depending on life stage)
  • Not using this for “minor surprises”—preserve it for major disruptions

B. Buffer or “Oh No!” Category

This is your day-to-day flexibility zone. Got a $300 surprise car repair? Pull from here.

Pro tip: Label it with humor (“Life Happens,” “Murphy’s Law,” or even “Chaos Cushion”) to reduce emotional stress.

C. Surprise Medical

If you’ve ever had:

  • A surprise co-pay
  • A kid break an arm
  • A prescription suddenly jump in price

…you know this one deserves its own category.

D. Annual/Quarterly “True Expenses”

Many clients forget that some surprises… aren’t really surprises. They’re just badly timed regular expenses.

These include:

  • Vehicle registration
  • Insurance renewals
  • Vet checkups
  • Back-to-school costs
  • Holiday travel

YNAB’s “True Expenses” tool helps you divide these costs into manageable monthly amounts. For example, $1,200 in annual insurance = $100/month saved ahead.

Step 3: Respond With Confidence, Not Panic

When an unexpected bill hits, most people:

  1. Panic
  2. Swipe a card
  3. “Hope to catch up later” (they usually don’t)

Instead, with YNAB and a strong spending plan:

  1. You pause
  2. You move money from your buffer/emergency/savings categories
  3. You adjust priorities without wrecking your goals

This is called “Rolling With the Punches.” And it’s not a failure—it’s a core part of the YNAB method.

When you reassign dollars to cover the surprise, you’re not breaking your plan. You’re using it exactly as intended.

Real Client Example: Brandon’s Broken Transmission

Brandon was three months into using YNAB when his transmission failed. $2,400 in repairs. No warning. No savings set aside.

His instinct? Use a credit card. But we worked together to slow down.

Instead, Brandon:

  • Pulled $600 from his emergency fund
  • Reassigned $400 from his “Vacation” category
  • Used $1,400 in cash reserves from a recent bonus he’d planned to invest later

The result? No credit card debt. No feeling of failure. Just a hard moment made easier by having a system.

More importantly, he didn’t quit budgeting. He didn’t feel like he had “blown it.”

He adjusted. And he moved on.

Step 4: Rebuild Intentionally

After a surprise expense, many people think,

“Well, I’m behind now. What’s the point?”

But your spending plan isn’t a pass/fail system. It’s a tool that evolves with you.

So, after using funds:

  • Update your goals
  • Refill categories slowly (e.g., $25/month back into “Oh No!” fund)
  • Reflect on what worked—and what didn’t

This is where coaching helps. Clients often don’t need a new strategy—they need encouragement to keep going.

Step 5: Pre-Commit to the Next Surprise

We challenge clients to ask:

“What’s the next surprise that’s not a surprise?”

Then we help them pre-plan:

  • $25/month into a “Tech Replacement” category
  • $50/month into “Vet Visits”
  • $100/month into “Car Repairs”

These little moves create momentum, safety, and confidence.

And when the next surprise hits (because it will), you’ll be ready.

About the Author

Trent Ladle is the founder of Master Budget Coaching and a YNAB Certified Coach with degrees in Business Management and an MBA. With nearly 40 years of budgeting experience, he helps clients build values-based spending plans—guided by the belief that when you master your spending, you master your life.

Ready to Plan for the Surprises?

Don’t wait until the next emergency to scramble. Build a spending plan that anticipates real life.

Schedule Your Free Consultation

Why Your Spending Plan Isn’t Working–and How to Fix It

Personal FinanceLeave a comment

Why Your Spending Plan Isn’t Working—and What to Do About It

Most frustration with YNAB isn’t a tool problem—it’s a planning problem. Let’s troubleshoot what’s really going on.

You’ve Tried YNAB… But It’s Just Not Clicking

You set up categories. You added your bank accounts.
You even watched a few videos.

But still, something feels off.
Your spending plan isn’t helping you feel more in control—it’s adding to your stress.

If you’ve ever said:

  • “I keep overspending even though I planned ahead.”
  • “My categories don’t make sense after a week.”
  • “YNAB works for everyone else… why not me?”

You’re not alone. At Master Budget Coaching, we work with dozens of clients who hit this same wall. The good news?
You don’t need a different tool. You need a different approach.

Step One: Understand What a Spending Plan Is Actually For

Most people come to YNAB looking for control. They want to:

  • Stop overdrafting
  • Save more consistently
  • Spend without guilt

But they often bring old “budgeting baggage” with them—like perfectionism, shame, or unrealistic expectations.

A spending plan isn’t about controlling yourself—it’s about giving your money a clear, flexible purpose.

If your plan feels like it’s failing, there’s a good chance the problem isn’t your willpower—it’s the setup.

Step Two: Identify the Hidden Problems in Your Setup

1. Your Categories Don’t Reflect Your Life

If you copied someone else’s category structure—or just used generic defaults—your plan won’t feel usable.

A meaningful spending plan should include:

  • Categories that match your real habits
  • Specific labels (e.g., “Takeout Fridays” instead of “Dining Out”)
  • Emotional priorities like “Giving” or “Self-Care”

Want to learn more about this?
➡️ How to Set Up YNAB Categories That Actually Work

2. You’re Planning With Money You Don’t Have Yet

YNAB’s method is built around the money that’s already in your bank account.
Planning for future paychecks creates tension and disappointment when things change.

Instead:

  • Only assign dollars you already have
  • Revisit your plan with each paycheck

This grounds your plan in reality—not fantasy.

3. You’re Not Reviewing Often Enough

Most plans don’t break because they were wrong—they break because no one checked in.

Create a simple routine:

  • 10 minutes once a week
  • Cover overspending
  • Reassign dollars as needed
  • Celebrate small wins

Step Three: Rebuild a Plan That Works for You

Revisit Your Priorities

Before you plan categories, ask:

“What does this money need to do before I’m paid again?”
“What are the most important goals in my life right now?”

This keeps your plan value-driven, not just bill-driven.

Simplify Where Needed

Too many categories = overwhelm.
Too few = confusion.

We often start clients with:

  • Fixed Expenses
  • Variable Spending
  • True Expenses
  • Goals

Then customize from there.

Use Targets, Not Just Numbers

YNAB lets you add targets to each category (e.g., $150/month for Gifts).
This adds structure and keeps progress visible.

A Real-Life Reset: Lisa’s Story

Lisa came to us ready to give up on YNAB.
She’d been using the app for four months but still felt scattered.

Her issues?

  • She copied a Reddit category list that didn’t match her values
  • She was budgeting for income that hadn’t arrived
  • She felt like moving money was “cheating”

After just two coaching sessions, Lisa’s mindset changed completely.

She built:

  • A simpler category structure
  • A paycheck-based review routine
  • A system for adjusting goals without guilt

Six weeks later, she messaged:
“I’m finally not afraid to look at my accounts. I feel like I’m in charge for the first time.”

External Link: Learn From the Source

YNAB has a great breakdown of how to recover from plan friction.
Check out their post on troubleshooting here:
When You’re Frustrated with Your Budget – YNAB Blog

Internal Link

Still unsure if your plan is working because it’s built on the wrong foundation?
Start by learning how to build a flexible spending plan from day one:
Stop Budgeting—Start Building a Purposeful Spending Plan with YNAB

About the Author

Trent Ladle is the founder of Master Budget Coaching and a YNAB Certified Coach with degrees in Business Management and an MBA. With nearly 40 years of budgeting experience, he helps clients build values-based spending plans—guided by the belief that when you master your spending, you master your life.

You Don’t Need a New App—You Need a New Approach

When your spending plan “isn’t working,” don’t throw it out.
Let’s fix what’s not serving you and rebuild something that does.

Schedule Your Free Consultation

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