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Optimize Budgets - Multi Account Portfolio - User Guide
Optimize Budgets - Multi Account Portfolio - User Guide

Manage and track budgets across platforms

Geetanjali Tyagi avatar
Written by Geetanjali Tyagi
Updated over a week ago

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What is it?

This tool lets you track, monitor, and change campaign and ad set budgets across multiple accounts and platforms (Google Ads, Microsoft Ads, Facebook Ads, and Yahoo Japan). You can also avoid overspending by setting spend caps for budget groups.

You can access the tool here.

Note: Some Legacy accounts might not be able to select Facebook ad budgets. If this is your case, and you'd like to try it out, please reach out to us at

Getting started

Step 1: Create a Portfolio

The first step is to create a portfolio using the PPC Portfolio Manager. A portfolio can include more than one account from different platforms. For example, a portfolio can have two Google Ads accounts, one Microsoft Ads account, two Facebook accounts, and more. For information on how to use the PPC Portfolio Manager, read this article.

Note for our Enterprise users: The PPC Portfolio Manager works with account access levels. To be able to see and choose a portfolio, please make sure you have access to all accounts associated with it. You can check this directly in the respective ad engine interfaces. You can see the portfolio on the Portfolio Manager page, but you will get an error if you try to open it.

Step 2: Create a budget group

The next step is setting up Budget Groups. A budget group can contain campaigns from different accounts that are present in a single portfolio.

Each budget group has one monthly spend target. For example, you can create a Budget Group with three Google Ads campaigns, two Microsoft Ads campaigns, and one Facebook campaign and set the monthly target budget to 1,200 USD. This means you can start tracking the aggregated spend from those six campaigns combined, reallocate budgets between the entities, see the monthly pacing status, and even have the campaigns paused once the overall spend for the month is close to 1,200 USD.  

To get started, select the portfolio you'll be creating the Budget Groups for, and click on Create / View / Manage Budget Groups. Each portfolio and each campaign can have multiple budget groups.

In the Budget Group Manager, you'll need to press the "+" to create a new budget group. The campaigns and ad sets that are displayed on the right side are those that are available under the accounts included in the portfolio. You can select all the campaigns and ad sets that you want to include in the budget group.

Other settings include:

  • total monthly target budget: total target across all selected budgets

  • the actions to take if the target is hit: pause and reenable entities

  • spend updates: email notification when a certain % of the target is used

Once you’ve finished setting up the Budget Group, you can save the changes in the top right corner and update the main page to load your newly created budget group.

Supported platforms and budget types

The tool supports the following types of budgets in different ad platforms:

  • Google Ads - Campaign and Shared Budgets

  • Microsoft Ads - Campaign Budgets and Shared Budgets

  • Facebook Ads - Campaign Budgets (both lifetime and daily) and ad set budgets

  • Yahoo Japan Ads - Campaign Budgets (only daily)

Note: For the changes to be successfully applied to Yahoo Japan, the 'Budget Amount New' for the Yahoo Japan platform should be in multiples of 100 Yen only (e.g., 100/200/300, etc.).

Managing Budget Groups

To manage any existing budget group, select it on the left and click 'Manage'. Now, you can rename or delete a budget group. Note that deleting a budget group cannot be undone. You can also change other settings such as the target budget or the actions.

Optimizing budgets

Once you've created your budget groups, simply select the one you want to work with from the left-side panel, select the date range, and click "Update."

The results will show:

1) The monthly budget set in the budget groups, which can be edited from there

2) The previously defined monthly target budget

3) The actual spend that's been accrued to this day

4) The budget pacing, or the percentage of how much of the total budget has been spent in relation to the days left in the budget cycle

5) The amount you need to spend on a daily basis to reach your monthly spend target

In the table, you’ll see the budget name, the account name, and the corresponding ad platform. You can edit the "Budget Amount New" field to modify each budget and even reallocate resources from one platform to another based on performance. By default, the amount that is pre-set in this field is the current daily budget for the campaign/ad set/budget.

To get reallocation suggestions, select the blue Get Optimization Suggestions button. The system will calculate reallocation scenarios using different aggressiveness levels and project future performance. You can read more about the feature here.

For video campaigns, the tool allows you to view and modify both daily and campaign total budgets, depending on the campaign’s budget settings.

To change the displayed columns, you can head over to the column icon on the upper right-hand side of the table. If you’d like to save the modified view for later, select 'Create view'.

Once you are ready to make the changes, simply press the ‘Apply Budget Changes’ button and it will make budget changes across the budgets/campaigns that are selected across different ad platforms.

Pausing and Re-Enabling Campaigns (Beta)

You can now pause campaigns from Google Ads, Microsoft Ads, and Facebook Ads (both Facebook campaigns and ad sets) inside a budget group once the budget group’s ad spend exceeds 98% of the monthly target. Please keep in mind that the 98% check is done on the budget group target, and not on individual campaigns.

The budgets are checked multiple times a day, and the frequency of the checks will increase based on the budget spent and the remaining percentage of the budget. There is a re-enabling functionality that allows you to enable the paused campaigns on the 1st day of the next month at 12:00 AM. The time zone of the portfolio is defined in the PPC Portfolio Manager settings so it may not be the same as the ad accounts’ time zone

Budget Alerts

In addition to the budget group settings, you can also manage multi-account budget alerts from the main menu's Alerts section. Read more here.

Important Notes

  • If you enable a campaign that was paused by the system mid-cycle, the system won't pause it again. You will receive an email informing you that the campaigns were found enabled as compared to the last time the automation was run.

  • If you change the target budget mid-cycle or the campaigns in the budget group mid-cycle, the system will treat it as a new setting and work on the budget group, as expected; it will pause the campaign if the budget reaches 98%+.

  • The spend from all active, paused, deleted, and removed campaigns in the budget group is considered part of the month's spend.

  • The tool won’t reenable a campaign or an ad set it didn’t pause

  • Optmyzr does not consider Daylight Saving Time (DST) at this moment.

Pausing Google Ads and Microsoft Ads

For campaign budgets, campaigns are paused, whereas for shared budgets, all the associated campaigns will be paused. The system will add a label to these campaigns while pausing them: PAUSED_BY_BUDGET_TOOL_AUTOMATION_{year}_{month}. This way, the system will be able to identify which campaigns to reenable.

Pausing Facebook Ads

For Facebook Ads, campaigns and ad sets will be paused and re-enabled without labels.

Change Logs

You can track and check the changes on the Optimization History page. Make sure you’re viewing the single-account Optimization History (the ‘Show for All Accounts’ setting is switched off), then select the Optmyzr logo instead of an ad account. This way, you’ll be able to select the portfolio you want to view the changes for.

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