Small Business Budget Template: Budget vs Actual
Use this small business budget template to enter your monthly budget and actuals and see the difference on each line, your net and what ran over. Free.
A small business budget template lets you plan your month, then check how it actually went. You enter what you planned for income and expenses, enter what happened, and see the difference on every line.
This free Small Business Budget Template (Budget vs Actual) from LiveFixPro Bookkeeping shows the difference on each line, your net result and which expenses ran over.
Your numbers stay with you: the template runs in the browser, nothing is uploaded or stored, and it keeps working offline once loaded.
What you enter
Month or period, optional.
Income lines. Sales, service income and other income are there to begin with.
Expense lines. Cost of goods or materials, rent, utilities, insurance, salaries and labor, advertising, bank and card fees, software and subscriptions, professional fees, vehicle and fuel, repair costs and maintenance, and an "other" line to start.
For each line: the budget for the month ($) and the actual ($).
Rename the lines, drop what you don't use and add your own. Pull actuals from your bank, or from the Profit and Loss report in QuickBooks®. Want to try it before using your own figures? Use Load a sample. Sample amounts are made up for illustration.
The comparison you get
A difference and a percent for every line. Difference is actual minus budget.
Result cards for income, expenses and net, each showing budget, actual and difference, plus a 12-month figure.
The lines that ran over budget, named in a short summary.
Print the page or export a CSV. In the CSV export, a line name that starts with =, +, - or @ gets an apostrophe in front so a spreadsheet shows it as plain text.
How to read the difference
For income, a negative difference means less came in than planned.
For expenses, a positive difference means you spent more than planned.
Net = income minus expenses.
The 12-month figure is simply your monthly budget times 12.
These are estimates from your numbers only.
Make the budget work
Start from last year's actual numbers, then adjust for known changes.
Review budget vs actual every month, while it's still easy to change course.
Keep your expense categories the same in your budget and your books, so each line compares like with like.
Ask why before you react. A line that ran over may be a timing difference, such as a bill paid early, or a real change. The template shows you where to look.
Budget vs actual, month after month
One month tells you little. Keep a copy of each month's CSV and compare them over time. If the same line runs over repeatedly, that's worth a closer look. Our Profit and Loss Template and Expense Tracker Template can help you gather the actuals.
What the budget tool won't do
The template never suggests amounts. It isn't linked to QuickBooks, it doesn't review your entries, and it isn't accounting or legal advice.
Want monthly reports to compare against your budget?
At LiveFixPro Bookkeeping, monthly bookkeeping is $499/mo, with the details confirmed during the free consult. Book a free consult to talk about getting actuals you can compare against your plan. See our bookkeeping services and plans.
Related free tools
FAQ
What is a small business budget template?
A sheet where you enter what you planned to earn and spend, then compare it with what happened. This one shows the difference on each line, your net result and which expenses ran over.
How does a budget vs actual comparison work?
For each line, the difference is the actual amount minus the budget. A negative income difference means less came in than planned, and a positive expense difference means you spent more than planned.
Where do I get my actual numbers?
From your bank or from your QuickBooks Profit and Loss report. The template uses only the numbers you enter.
Does the template tell me what to budget?
No. It doesn't suggest amounts or use any benchmarks. You enter your own budget and actuals.
Where is my budget data kept?
Nowhere but your own browser while the page is open. Budget figures aren't uploaded, sent or stored, so export the CSV if you want a copy.
Check your month now
Enter this month's plan and results above. For monthly reports to compare against your budget, reserve a free consult.
QuickBooks® is a registered trademark of Intuit Inc. LiveFixPro is independent and not endorsed by Intuit.
QuickBooks® is a registered trademark of Intuit Inc. LiveFixPro is independent and not endorsed by Intuit.
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What are bookkeeping services for small businesses?
Bookkeeping services keep your day-to-day financial records accurate—categorizing transactions, reconciling accounts, and preparing clean books so you can see cash flow and make decisions with confidence.
Who is this for?
U.S. small businesses that want reliable monthly bookkeeping and clear books without hiring a full-time in-house bookkeeper. Deep QuickBooks cleanup is available separately when your books need a catch-up.
What’s included in monthly bookkeeping?
Transaction categorization, bank and credit-card reconciliation, and organized books ready for review.
How is pricing structured?
Monthly Bookkeeping is $499/mo, Support for QuickBooks Users is $149.99/mo, Cleanup for QuickBooks Users is $1,999 fixed one-time, and Catch-up Bookkeeping starts from $799.99 one-time. Final scope is confirmed on a free consultation.
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Yes—work is for QuickBooks® users. Cleanup and ongoing bookkeeping can connect to your QuickBooks Online file when that is the right fit. LiveFixPro is independent and not endorsed by Intuit Inc.
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