Budget template
A budget worksheet with planned and actual amounts by line item and the variance.
- ๐บ๐ธ US format ยท Letter size
- Free
This is a sample form. Check tax amounts against IRS rules and your accountant's advice.
Pick your options and the preview updates. The file opens in Excel, Google Sheets or Numbers.
The file is built in your browser. Nothing is uploaded or saved.
Sheets
- How to use
- Budget: category (dropdown), line item, planned, actual, variance (formula), % used (formula), basis or notes, total
- Summary: planned, actual, variance, % used by category (SUMIFS)
Color key
- Yellow cells: fill these in
- Blue cells: formulas, leave them as they are
- Gray rows: examples you can delete
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Budget
| Category | Line item | Planned | Actual | Variance | % used | Basis or notes |
|---|---|---|---|---|---|---|
| Operations | Office supplies | 1,200 | 430 | 770 | 35.8% | |
| Training | Course fees | 3,000 | 1,800 | 1,200 | 60.0% | 2 people |
| Marketing | Online ads | 5,000 | 5,200 | -200 | 104.0% | Over. Move from contingency? |
| Contingency | Contingency | 1,000 | 0 | 1,000 | 0.0% | |
| (auto) | (auto) | |||||
| Total | =SUM(โฆ) | =SUM(โฆ) | =SUM(โฆ) |
Summary
| Category | Planned | Actual | Variance | % used |
|---|---|---|---|---|
| Salaries and wages | (auto) | (auto) | (auto) | (auto) |
| Operations | (auto) | (auto) | (auto) | (auto) |
| Training | (auto) | (auto) | (auto) | (auto) |
| Meetings and travel | (auto) | (auto) | (auto) | (auto) |
| Total | =SUM(โฆ) | =SUM(โฆ) | =SUM(โฆ) |
This shows the first part of each sheet as it prints on Letter paper. The file also has a how-to sheet and formulas, and every column fits one page width when you print from Excel.
How to use it
Pick the category set that fits (a department, a one-time event, or a club) and you get a budget sheet with a matching dropdown and a summary by category. Give each line a planned amount and note how you got it, such as unit price times quantity, so approvals go faster.
As the year or the event goes on, type what was actually spent and the variance and percent used update. The Summary sheet rolls everything up by category for a mid-year check or a final report.
Things to watch
A line over 100% used is over budget. Moving money between lines usually needs a sign-off, so change the planned amount only after you have it and leave a note. Grant-funded and government budgets often come with their own line items and forms, so match those before you submit.
Calculators that go with this
Frequently asked questions
I want to log every expense, not just a running total.
This sheet keeps one actual amount per line. Log each expense on the expense report template, then copy the category totals into the Actual column at month end.
Can I change or add categories?
Yes. Rename them in the Budget dropdown list and in column A of the Summary sheet so the names match exactly. The two blank rows at the bottom of the Summary are for new categories.
Does it work in Google Sheets?
Yes. SUMIFS and IF work the same in Google Sheets. You may need to re-create the dropdown.
Is what I type saved anywhere?
No. Everything stays in your browser and nothing is sent to our server. If you refresh the page it is gone, so print, save a PDF or download the DOCX when you are done.