Budget Planner Excel Spreadsheet

Budget Planner Excel Spreadsheet

The Budget Planner Excel Spreadsheet is a powerful accounting and budgeting spreadsheet that works equally well with Microsoft Excel and OpenOffice.org‘s Calc.

You can use it to draw up a budget, keep track of your income, expenses and transfers between accounts, and see how your actual income and expenses compare to the amounts you budgeted.

The Budget Planner Excel Spreadsheet is free (see T&Cs). If you find it useful, please make a donation.

Download link: budget_planner.xls
(61557 downloads since 2009-05-03)

If you want to manage, document and plan all your finances – your:

  • income,
  • expenses,
  • account transfers,
  • loans and other liabilities,
  • investments and other assets, and
  • your budget

– in one place, then this budget planner spreadsheet is for you.


Instructions: Quick Guide

The budget planner spreadsheet has several tab-sheets, each with a different function.

To help you get started, the spreadsheet already has some example accounts and transactions filled in. Feel free to modify, edit, or remove them as you wish.

1. Use the following sheets to setup and administer your accounts:

  • Setup: Specify your accounts, income and expense categories.
  • Admin: Set your initial account balances and other account admin.

2. Use the following sheets to record transactions:

  • Income: Record all your income.
  • Expenses: Record all your expenses.
  • Transfers: Record all your transfers from one account to another, e.g. when you draw money, make a bond or other loan payment, etc.

3. Use the following sheets to keep a budget:

  • Budget: Setup a budget and track how your actual income and expenses compare with your budgeted income and expenses.

4. Use the following sheets to display information:


Instructions: Detailed Guide

The following table contains detailed instructions for how to use each sheet in the budget planner spreadsheet.

Description
Setup

This is where you specify your accounts, and your income and expense categories. Everything starts with this sheet.

Specify at least one equity account. You need an equity account for each owner of the entity. If you’re using the spreadsheet as your personal budget, you are the entity, and thus, you are the only owner.

Next, specify all your current (short-term) assets and liabilities, like your current and credit card accounts, any clothing or other store accounts you may have, etc.

Then, specify all your long-term assets and liabilities, e.g any property and vehicles you own, your investments, your bond, your vehicle loans, etc.

Next, specify all your sources of income.

Finally, specify all your expense categories.

Admin

Use this sheet to set your initial account balances (opening balances) and perform account admin (e.g. corrections).

To open an account for an asset, debit the asset’s account that you specified in the Setup tab-sheet, and credit the appropriate equity account.

To open an account for a liability (loan), credit the liability’s account that you specified in the Setup tab-sheet, and debit the appropriate equity account.

In general, you should only ever need to use this sheet when opening or finalizing your accounts. For any transactions, you should use the Transfers, Expenses and Income tab-sheets.

Transfers

Use this sheet to record all transfers between accounts.

Here are a few examples of transfers. When you:
– transfer money from one account to another using Internet Banking
– draw cash at an ATM
– make a payment on your credit card
– make a home-loan payment
– make a payment on any loan
– make an investment
– buy a house
– buy a car
– buy shares

Any transaction that increases one current or long-term account, and decreases another, is a transfer. Transfers are not expenses; they do not effect your net worth.

Expenses

Use this sheet to record all your expenses.

An expense is any transaction that decreases your net worth.

For each expense, enter a description, the date on which the expense was incurred, the expense category and the account from which the expense was paid.

Income

Use this sheet to record all your income.

An income is any transaction that increases your net worth.

For each income, enter a description, the date on which the income was received, the income category and the account into which the income was received.

Account Balances

Use this sheet to display your account balances, on a specific date.

Enter the date for which you wish to see the account balances in the provided field (you can enter ‘=now()’ to see the account balances for the current date).

Budget

Use this sheet create a budget for a specified period of time, and track how your actual income and expenses compare to your budgeted income and expenses.

Enter the from- and to- date for the budget in the fields provided. Then, enter the amounts you think you will receive for each income category, and the amounts you think you will spend for each expense category, during the specified time period.

The budget will automatically display summaries of the actual expenses and income and the net profit/loss that were made between the two dates, and how these amounts differ from the amounts you budgeted.

Hint: If you want to create multiple budgets (e.g. one for each month), right click on the tab-sheet’s tab, and click on ‘Move or Copy’. Tick the box that says ‘Create a copy’, select the tab where you want the new budget to be positioned, and click on ‘OK’.

Balance Sheet

Use this sheet to display a balance sheet, on a specific date.

Enter the date for which you wish to see a balance sheet in the provided field (you can enter ‘=now()’ to see the balance sheet for the current date).

Income Statement

Use this sheet to display an income statement, for a specified period of time.

Enter the from- and to- date in the fields provided, to see summaries of all the expenses and income, and the net profit/loss that were made between the two dates.


History of the Budget Tracker Excel Spreadsheet

I created the first version of the spreadsheet in 2004, to use as my own budgeting tool. I made several improvements over the years, but the version you can download here is still based on the original.

This is probably the closest a spreadsheet can get to being a full blown accounting system.

I’ve used it to coach people to manage their finances, to keep the books of a small business, to manage the expenses of a flat I shared with friends and I’m still using it as my personal accounting and budgeting tool to this day.

Because I’ve been using it for such a long time, I don’t expect any bugs to remain, but if you find any, please let me know.


License & Terms of Use

The Budget Planner Excel Spreadsheet is completely free.

You may use, copy, distribute and share it freely, as long as all copyright notices, logos and links remain embedded.

If you find the Budget Planner Excel Spreadsheet useful, please make a donation.

You may not sell the Budget Planner Excel Spreadsheet.


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  1. Johan

    Francois

    A great tool! Thank you!

  2. Cobus Verster

    Morning Francois,
    It started out of curiosity and ended up with me using your budget spreadsheet for most of 5-years.
    Today I red a note that you have a revised version available with, apparently, more lines. However, when I try to download the *.xls file, security software issued a warning that the file is not save. A suggestion was attached which states that I should contact you and request that you re-save and upload the new file. The software strongly warns that that I should not download the file as it contains possible harmfull items.
    Is my computer, like me, full of it?
    Regards, Cobus

  3. Francois Viljoen

    Hi Cobus I’m pretty sure this is your browser/virus/os software being overcautious.

  4. Cobus Verster

    Thank you for the prompt response Francois. Thought as much but a warning come true not long ago and I had to make sure.

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