Project Budget Tracker

About this template

When to use it

A project budget tracked by task and cost type, in units of KRW 10,000, with balance, utilization and a spend status calculated from two numbers per line. Three sheets — Dashboard, Input data, Usage guide — and only Input data takes typing.

What the dashboard holds

Everything on the Dashboard is a formula. “Key metrics — summed automatically from the ‘Input data’ sheet” holds B7:E7 — Rows entered, Spend (KRW 10k) total, Spend (KRW 10k) average, Spend (KRW 10k) max. Under it, Summary by cost type (rows 12–16) splits the spend across the five types in column B, and Monthly share of spend (%) (rows 20–23) is hand-typed for Apr to Jul with a total in B24 and an average in B25.

Filling order

1. Rows 2–21 of Input data take No., Task / WBS, Cost type, Owner, Budget (KRW 10k), Spend (KRW 10k), Balance (KRW 10k), Utilization (%), Spend status, Notes in columns A–J.
2. Lead the task with its WBS number the way the samples do — 2.1 Backend development, 9.9 Contingency — so the sheet sorts into the same order as the plan.
3. Keep Cost type to Personnel, Outsourcing, Equipment and materials, Travel, Contingency — those five strings are the criteria behind B12:B16.
4. Fill only Budget and Spend. Columns G, H and I follow on their own.
5. Every amount is in units of KRW 10,000. A budget of 4800 means KRW 48,000,000. Typing raw won makes the figures long enough to clip the columns when you print.
6. Spend holds money already paid out. Where a contract is signed but unpaid, put the committed amount in Notes instead.

How the formulas calculate

• Key metrics: =COUNT(‘Input data’!$F$2:$F$21), SUM, =IFERROR(AVERAGE(…),0), =IFERROR(MAX(…),0).
• Each cost-type row pairs =COUNTIF(‘Input data’!$C$2:$C$21,$B12) with SUMIF and AVERAGEIF over column F, and a share of =IFERROR(C12/COUNT(‘Input data’!$F$2:$F$21),0).
• Balance is =E2-F2 and utilization is =ROUND(IFERROR(F2/E2,0)*100,1) — a plain number on a base of 100, not a percent-formatted cell.
• Spend status is =IF(H2>100,”Over budget”,IF(H2>=80,”Watch”,”Normal”)). To move the warning line, change 80 and 100 on every row of column I.
• Under the monthly table, =SUM(C20:C23) and =AVERAGE(C20:C23) return 100 and 25.

Examples

• Row 7 — 6 · 3.2 On-site survey travel · Travel · Kang Min-jun · 1200 · 1340: utilization 111.7, status Over budget, and Notes carries the approval reference Budget change BUD-2026-07.
• Row 6 lands exactly on 100.0 and reads Watch, not Over budget — the test is strictly greater than 100.
• The eight sample rows carry a budget of 40,800 against a spend of 32,510, average 4,063.75 and a peak of 9,840 (all in units of KRW 10,000).

Common mistakes

• Mixing raw won into a column of 10,000-won units, which throws every total on the sheet.
• Booking a committed but unpaid amount as spend, so utilization runs ahead of the cash.
• Typing over columns G, H and I rather than correcting Budget and Spend.
• Marking a row Over budget without writing the approved change reference in Notes.