Nonprofit Budget Template: 5 Important Sections
By Whit Hunter on
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Managing funds is crucial to running a successful nonprofit. You need to know how much is coming in, where it’s going, and whether you’re staying on track. This is more than just numbers—it’s a guide to keeping your mission on point.
A nonprofit budget template can simplify the process. Whether you’re planning for the year or managing a specific project, a budget helps you organize your income and expenses. The right nonprofit organization budget template offers clear insights into what’s working and where adjustments are needed.
This guide will cover the five important sections that every nonprofit budget should include. These sections will provide a solid foundation for managing your funds wisely so you can stay focused on what really matters—your cause.
1. Personnel Costs
Personnel costs are the expenses related to compensating your nonprofit's staff. A significant chunk of the budget goes towards this expense. Including personnel costs in your nonprofit budget template helps you plan ahead and keep finances under control.
Examples of Personnel Costs
- Salaries: Payments for full-time and part-time employees.
- Wages: Hourly payments for staff, especially for temporary or part-time roles.
- Benefits: Health insurance, retirement plans, 401(k) matching, and paid leave.
- Payroll Taxes: Taxes employers are required to pay on behalf of their employees.
How to Keep Personnel Costs in Check
- Define Roles Clearly: Only hire for positions critical to your operations or programs.
- Engage Volunteers: Utilize volunteers for roles that don’t require professional expertise.
- Consider Flexible Work Options: Part-time or remote work can help control expenses.
- Track Employee Hours: Monitor overtime and ensure it aligns with your budget.
2. Facilities Costs
Facilities costs are the day-to-day expenses that keep your nonprofit running. Including these costs in your nonprofit organization budget template is essential because they ensure your programs and services operate smoothly.
Examples of Operational Costs
- Rent: Payments for office or facility space.
- Utilities: Expenses for electricity, water, gas, and internet services.
- Maintenance: Costs for repairs and upkeep of equipment and facilities.
How to Keep Operational Costs in Check
- Negotiate Contracts: Discuss terms with landlords and service providers to secure better rates.
- Use Technology: Use digital tools to reduce the need for physical resources and streamline processes.
- Share Resources: Collaborate with other nonprofits to share office space or bulk purchase supplies, reducing expenses.
- Regular Maintenance: Perform routine checks to prevent costly repairs in the future.
- Energy Efficiency: Implement practices like using energy-efficient appliances to lower utility bills.
Struggling to make every dollar count? Read our detailed guide on Why Budgeting Is Important For Nonprofits.
3. Administrative Expenses
On average, nonprofits spend 15% to 40% of their revenue on administrative costs. However, many foundations recommend keeping these costs between 10% and 15% of your revenue.
Administrative expenses might not be the most exciting part of running a nonprofit, but they’re absolutely necessary. These costs cover the behind-the-scenes essentials that keep everything moving smoothly. Without them, even the best programs can hit roadblocks.
Examples of Administrative Expenses
- Software Subscriptions: Tools like online fundraising platforms or donor management platforms.
- Office Supplies: Everyday needs like notebooks, pens, and printer ink.
- Insurance: Coverage such as liability or property insurance to protect your organization.
- Professional Services: Fees for services like legal advice or accounting.
How to Keep Administrative Costs in Check
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- Shop Smart: Buy office supplies in bulk or during sales to cut costs.
- Review Contracts: Regularly revisit agreements with service providers to negotiate better deals.
- Track Expenses: Keep a detailed record of where money is going so you can spot unnecessary spending.
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4. Program Expenses
Program expenses cover everything tied directly to the services you provide—whether that’s offering housing, healthcare, or meals in your community. These are the core costs of making a difference.
Include program expenses in your nonprofit program budget template to ensure that your resources are used efficiently while achieving your mission goals.
Examples of Program Expenses
- Community Health Initiatives: Costs could include medical supplies, training for healthcare volunteers, or transportation for health outreach programs.
- Youth Sports Programs: Expenses might involve sports equipment, field rentals, or coaching stipends for local youth teams.
- Animal Welfare Efforts: Organizations focused on animal care may spend on shelter maintenance, veterinary services, or food and supplies for rescued animals.
Every nonprofit approaches program budgeting differently, depending on the services offered.
How to Keep Program Costs In Check
- Prioritize Impact: Focus spending on areas that directly advance your mission.
- Track Spending: Regularly review expenses to identify where adjustments can be made.
- Collaborate with Others: Partner with similar groups to share costs or resources.
- Use Donor-Specific Funds Wisely: Allocate restricted funds to the projects they’re intended for to avoid overspending.
5. Fundraising and Marketing Costs
Nonprofits typically allocate between 5 and 15% of their overall budget to marketing, with fundraising costs ideally staying at or below 15%.
These benchmarks are widely accepted and help nonprofits balance their spending while maximizing impact. Including fundraising and marketing costs in your nonprofit budget template is important because they fuel the efforts to raise funds and spread awareness about your mission.
Examples of Fundraising and Marketing Costs
- Event Costs: Expenses for organizing donor events, including venue rentals or catering.
- Digital Advertising: Social media ads, search engine promotions, and online campaigns.
- Printing and Design: Flyers, posters, and branded materials for community outreach.
- CRM Systems: Donor management tools to track contributions and maintain relationships.
How to Keep Fundraising & Marketing Costs in Check
- Plan Strategically: Set clear goals for each campaign and prioritize activities that bring the most value.
- Go Digital: Use free or low-cost online platforms to reach donors without overspending.
- Collaborate Locally: Partner with businesses or community organizations to share event costs.
- Evaluate Results: Regularly measure the success of campaigns to focus on what works best.
Remember, every dollar spent should help connect with more donors and amplify your message.
Free Nonprofit Budget Template
Need an easy way to organize your nonprofit’s finances?
This free nonprofit budget template is your go-to solution. From a sample nonprofit budget template to comprehensive nonprofit annual budget templates, it covers all the essentials to keep your budget on track.
Nonprofit Budget Template
Organization Name:
Fiscal Year:
Income
Category | Projected Amount | Actual Amount | Variance |
---|---|---|---|
Individual Donations | |||
Corporate Sponsorships | |||
Grants | |||
Fundraising Events | |||
Membership Fees | |||
Other Income | |||
Total Income |
Personnel Costs
Category | Projected Amount | Actual Amount | Variance |
---|---|---|---|
Salaries and Wages | |||
Benefits (Health, Dental) | |||
Payroll Taxes | |||
Contractor/Consultant Fees | |||
Other Personnel Costs | |||
Total Personnel Costs |
Administrative Expenses
Category | Projected Amount | Actual Amount | Variance |
---|---|---|---|
Office Supplies | |||
Technology/Software | |||
Legal and Accounting Fees | |||
Insurance | |||
Training and Development | |||
Other Administrative Costs | |||
Total Administrative Expenses |
Facilities Costs
Category | Projected Amount | Actual Amount | Variance |
---|---|---|---|
Rent | |||
Utilities (Electric, Water, etc.) | |||
Maintenance/Repairs | |||
Equipment/Infrastructure | |||
Other Facilities Costs | |||
Total Facilities Costs |
Program Expenses
Category | Projected Amount | Actual Amount | Variance |
---|---|---|---|
Program Supplies | |||
Travel for Programs | |||
Event/Workshop Costs | |||
Volunteer Expenses | |||
Other Program Costs | |||
Total Program Expenses |
Fundraising and Marketing Costs
Category | Projected Amount | Actual Amount | Variance |
---|---|---|---|
Fundraising Event Costs | |||
Marketing Materials (Print/Digital) | |||
Social Media Advertising | |||
Donor Appreciation | |||
Other Fundraising Costs | |||
Total Fundraising and Marketing Costs |
Overall Summary
Category | Projected Amount | Actual Amount | Variance |
---|---|---|---|
Total Income | |||
Total Expenses | |||
Net Surplus/Deficit |

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