Use a free template to get you started and once you’ve added any unique requirements to it, this can be reused for subsequent budgeting sessions. It also helps to use a standard format for budgets as you can compare them and track growth and changes over the years. Going through the process of budgeting requires a balance of hard and soft skills. You may be good at computations, but without patience and attention to details, the budget document will most likely go off-course. Below, we give you our list of steps to take that will guide you in keeping your document standard-based.

Nonprofit Startup Operating Budget Template

• That they just want to know the overall increase in revenue and expenses.
• To protect your budgets, add BILL Spend & Expense to your nonprofit tech stack.
• Executive directors should plan and make sure the budget plan is centered around the primary goals and objectives of your organization.
• At least once a quarter (but ideally bi-monthly or monthly), compare actual expenditures against the projected budget to make sure your nonprofit is on track.

A well-planned budgeting process is key to your nonprofit’s success. In this step you apply the allocation methods described above to the various direct costs that are shared between programs, which may include administration and fundraising cost centers. For the earlier office supply example, you would add up how many FTEs work in each program area and calculate a formula as a percent of the total number of staff.

Sample Nonprofit Marketing Budget Plan (click to download template)

• Rachel Grusin, Project Coordinator for the Legal Aid Society of San Diego, further explains that nonprofits can’t expect to slide in a line item without a clear explanation for why it belongs.
• In FY23, WWF increased spending on conservation programs by 16% compared to FY22.
• Reserves are critical to an organization’s long-term sustainability.
• If you want to give a charity in the secure hands that convey it to the needy people, nonprofit organizations play an important role in the betterment of the needy people.
• For some nonprofits this will mostly cover local mileage claims and transport to events, but for others you might be recording international flights and hotel bookings.
• Once finalized, document your budget clearly and share it with your team and stakeholders.

List expenses in the high-level categories of staff, contractors, occupancy, and support expenses (which include all other program and operating expenses). Every accounting system has a chart of accounts which classifies the sources of revenue and the types of expenses you incur. Use the same categories in your budget to easily generate financial reports to funders and others.

Understand – and budget for – true program costs

If you are not in line with your projected budget, look at what changed or what accounting services for nonprofit organizations could have been controlled. You’ll also want to get a clear idea of your revenue streams to understand where your money is coming from. While there will inevitably be some assumptions in your budget, try to work with real numbers as much as possible. Use last year’s numbers as a starting place and include any quotes from vendors or partners.

When teams have clarity into the work getting done, there’s no telling https://nerdbot.com/2025/06/10/the-key-benefits-of-accounting-services-for-nonprofit-organizations/ how much more they can accomplish in the same amount of time. For more on budget proposals, please refer to our article Free Budget Proposal Templates.

However, to make these projects successful, an allocated basic budget is needed. To smartly manage the budget for a specific sample program, the above template will be of great help. From how to get the funds needed to how to spend the money wisely, the above formal template can guide you through with the well-written suggestive content. It is very easy to edit and can be easily customized as per your needs. Budgeting is not only applicable to profit organizations but also for non-profit ones. The use of budgets aids the stakeholders of a non-profit organization, like the management and the board of directors, in the creation of the future of the non-profit.

Download your free nonprofit budget template

The approved budget then serves as a guide for financial activity in the months ahead. Budgets should not be written in stone, because the financial position of the nonprofit may change during the year. List program expenses (staff salary, insurance, supplies, fundraising fees, etc.) to see your total nonprofit program expenses vs. your actual revenue.

• A nonprofit budget is a financial document that provides a detailed view of how the organization plans to spend its money, and what it aims to achieve over a 12-month period.
• Understanding the true, full cost of delivering various programs and services in the community is a critical piece of the management puzzle.
• Nonprofits can keep tabs on their annual program revenue vs. expenses with this easy-to-use nonprofit program-based budget template.
• If that is the goal, it’s worthwhile to make sure that the program and cost definitions match the setup of your accounting system.
• In this section, we’ll look at a few key steps you’ll need to create an effective nonprofit budget sample.
• A lack of financial clarity can erode trust and deter future funding.
• Give yourself enough time to gather the necessary information and data, to think through and discuss the various elements of the budget, and to put it down on paper (or in Excel).

Project Budget Templates – Docs, PDF, Excel

From fluctuating income streams to increasing demand for programs, organizations must plan carefully to navigate financial complexities while maximizing impact. Whether you’re managing general operations, launching a new program, or amplifying your marketing efforts, a thoughtful budget can be the difference between a successful year and a strained one. This nonprofit budget example caters to nonprofits who need to send cash flow projections and budgets to funding organizations in order to secure grant monies. Capterra’s Nonprofit Grant Budget Template is designed to aid nonprofits in planning and managing their grant funding effectively. This template allows for precise allocation and tracking of grant funds, ensuring that each dollar is accounted for and spent according to grantor guidelines. It is especially useful for organizations looking to streamline their grant reporting process and enhance transparency with funders.