List committed work first
Separate approved orders from possible future requests. Use current service rates for the committed list, and note any quote that may expire before purchase. A reserve should support a defined workflow rather than simply mirror a large campaign wish list.
Choose a reserve purpose
Decide whether the extra balance covers small rate changes, approved additions, or a funding delay. These are different needs. Keep the reserve separate from the service budget so staff do not mistake it for permission to place additional orders.
Review unused balance
After the campaign closes, reconcile the amount consumed and the balance remaining. Review account terms before assuming the unused portion is refundable. Adjust the next funding decision using actual spending rather than repeatedly carrying an unexplained buffer.
Decision checklist
| Decision | What to check |
|---|---|
| Committed | Approved order spend |
| Reserve | Defined contingency |
| Remaining | Unused account balance |
Worked example
For a hypothetical $40 approved batch, a $4 operational reserve brings planned funding to $44. If orders consume $38, $6 remains. That is unused balance, not evidence that the campaign earned a $6 profit.
Example figures explain the decision; they are not current prices or promised results.