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Project Budget Tracker Spreadsheet, Budget vs Actual Template for Small Business, Excel Google Sheets

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Every project runs against a budget. Most project managers track budget and actual results in email, a notebook, or memory. This spreadsheet makes it simple: list every income line and cost line for your project, enter what you budgeted and what actually happened, and the variance, the result, and your margin calculate themselves.

WHAT YOU GET (4 connected tabs)

START HERE: A one-page walkthrough of the whole workbook. What to fill in, what to leave alone, and exactly how to clear the example data when you're ready.

SETTINGS: Your business name, the project name, the client, and your currency symbol, entered once. Budget and Summary read their values from this sheet; nothing is hardcoded anywhere else. Change the currency symbol and every header and total on the other tabs follows automatically.

BUDGET: Every line of the project, one row each. What it is (a description), whether it is income or a cost, what you budgeted, and what actually happened. The variance column (actual minus budgeted) calculates itself. 40 rows ready for your entries.

SUMMARY: A complete overview with nothing to type. Shows budgeted result versus actual result, the variance, your margin as a percentage, and a full breakdown of income versus cost. Everything is a formula feeding from Budget, so it updates the moment you add a row.

HOW IT WORKS

1. Open Settings and fill in your business name, project name, client and currency symbol (once).
2. Go to Budget, add a row for each income line and cost line: the description, type (income or cost), budgeted amount, and actual amount. The variance calculates itself.
3. Check Summary any time. Budgeted result, actual result, variance, margin, and the breakdown by income and cost. All formulas, nothing to type.

WHAT YOU NEED

Microsoft Excel or Google Sheets with no macros, no add-ins, and no other software required. Colored cells are the only ones you ever touch; white cells are formulas. Nothing in this workbook is locked or password-protected, so you're always free to inspect or adjust a formula if you want to.

A note on Google Sheets: every formula in this workbook was checked individually and uses only functions Google Sheets also supports. No XLOOKUP, no dynamic arrays, nothing Excel-only. Upload it to Drive and open it with Google Sheets, not in Drive's preview window: the preview doesn't calculate, so a working file looks broken there. I build and test in Excel, so I won't promise you a pixel-perfect Sheets import. The income/cost dropdown on Budget is worth a quick look after import, since the two programs render dropdowns differently.

WHAT THIS ISN'T

Not accounting software and not financial forecasting. This is a spreadsheet that tracks what has already happened on one project. It doesn't predict future costs, it doesn't forecast seasonal trends, it doesn't connect to your bank, and it doesn't replace a bookkeeper. A negative variance on a cost line means you spent more than you planned; the spreadsheet calculates that, but it doesn't tell you why.

One project per file. Summary gives you the result and margin for the project in front of you. It doesn't roll several projects together and it doesn't total up what one client is worth across jobs. Tracking more than one project means saving a fresh copy for each.

Not a workflow manager. You log the numbers yourself. Nothing syncs automatically from your invoices or expense accounts.

Not a subscription. One file, yours to keep, with no login and no recurring fee.

INSTANT DOWNLOAD

You get one .xlsx file, delivered immediately after purchase with no waiting for an email. It arrives pre-filled with realistic example data (eight sample budget lines across a brand website redesign project) so you can see every formula working before you change anything. Start Here tells you exactly which rows to clear first and which to leave alone. Before release, all 61 formulas were recalculated in Excel and checked cell by cell; zero error values anywhere in the workbook. Need invoicing, expense tracking, and a live dashboard on top of budget tracking? The complete Small Business Finance Kit in this shop adds all of that on top of the same foundation.

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Listed on Jul 31, 2026
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