Free budget vs actual template
Budget vs actual worksheet
Review the exceptions and decide what needs to change.
Live worksheet preview
Review only the exceptions.
The sample month is already complete. Edit any budget or actual cell, or map a P&L export, and the flags update immediately.
Owner summary
Includes example actuals. August: Marketing finished $3,200 over budget; Cost of sales finished $2,500 over budget. Review whether each gap is timing, volume, price, or a lasting change, then assign one next action.
Review actual sources
Replace the example actuals in the table, clear them to zero, or explicitly keep them as examples. Budget values also start as examples; review them against your plan.
- Revenue: Example actual: review required
- Cost of sales: Example actual: review required
- Payroll: Example actual: review required
- Marketing: Example actual: review required
- Rent and occupancy: Example actual: review required
- Software: Example actual: review required
- Other operating expense: Example actual: review required
Current-value exports require an example review. The reusable sample workbook is available now.
Download the example workbook now.
Get the reusable sample workbook, or review your actual sources to export current values with example labels and unmatched accounts in XLSX or CSV. The workbook imports into Google Sheets. Values stay in your browser.
Template/example file, not your current edits.
Preview the download and see what is included
- Workbook with your current month
- Variance explanations and formulas
- Monthly review agenda
Template example; this file contains sample material, not your current edits.
Example: Revenue · budget $125,000, actual $119,000.
| Account | Budget | Actual | Variance | Variance % | Review |
|---|---|---|---|---|---|
| Revenuerevenue | -$6,000 | -4.8% | Within threshold | ||
| Cost of salesexpense | $2,500 | 5.8% | unfavorable | ||
| Payrollexpense | $750 | 2.1% | Within threshold | ||
| Marketingexpense | $3,200 | 40% | unfavorable | ||
| Rent and occupancyexpense | $0 | 0% | Within threshold | ||
| Softwareexpense | $900 | 21.4% | Within threshold | ||
| Other operating expenseexpense | -$400 | -5.6% | Within threshold |
Ask these three questions
Move from the gap to the decision.
- Is this timing, volume, price, or a lasting change?
- Who owns the next action, and by what date?
- What would need to be true to change next month’s plan?
How this tool works
Budget and actuals in. The two variances worth discussing, a plain-English owner summary, and three review questions out.
- Edit the sample month or paste a P&L export.
- Review live variance flags and the owner summary.
- Get the 12-month workbook and review kit.
The useful distinction
A variance report finds differences. A monthly review explains decisions.
Variance dollars show the size of a miss. Variance percent shows its scale relative to plan. Use both thresholds so a tiny account does not distract the room and a large-dollar miss does not hide behind a small percentage.
Treat favorable and unfavorable by account type. More revenue than budget is favorable; more expense than budget is unfavorable. The worksheet ranks the exceptions, then gives the owner three questions that turn the report into a decision log.
Questions owners ask
Budget variance analysis FAQ
How do you calculate budget versus actual variance?
Variance dollars equal actual minus budget. Variance percent equals that difference divided by the absolute budget amount. This template labels direction by account type so higher revenue and lower expense are favorable.
What variance should be investigated?
Set both a dollar threshold and a percentage threshold that fit your business. Review a line when it clears both thresholds, then prioritize the largest unfavorable items rather than reading every row.
Can I use this workbook in Google Sheets?
Yes. The downloadable Excel workbook uses standard formulas and can be imported into Google Sheets. Upload it to Drive, open it with Google Sheets, and choose Save as Google Sheets if you want a native copy.
Does Nerd Out receive my financial data?
No. Values stay in your browser. Before exporting current values, replace, clear, or explicitly keep any example actuals. XLSX and CSV include actual-source labels and unmatched accounts. The reusable template contains sample data, and budgets start as examples to review against your plan.