This quick guide will help you easily and quickly get using our budget sheets.
How to Use Our Budget Sheets
How to Add Event Name and Date:
Type your event name right after ‘Event Name:’ and your event date right after ‘Event Date:’ in the header of the sheet.
How to Add a Line Item:
There are two extra lines at the bottom of each category that you can use for extra line items that aren’t listed. If you need more space after using those two, you will need to add a row. Here’s how:
- Right click on the row number of one of the rows in the middle of the category you are adding to. **It is important that you do not choose the very last or very first cell because adding to those locations will not add into the formula for the sheet automatically.
- Choose ‘insert 1 above’ or ‘insert 1 below’.
- Type in your new line item.
How to Delete a Line Item:
It is not vital to delete items you are not using if you didn’t give them values for the budget; they won’t be added in. But if you want to get rid of a task so it is easier to view, here’s how:
- Right click on the row number of the line item you want to delete.
- Select ‘Delete Row’.
- The row will be deleted.
How to Change a Line Item:
Have you looked over the list of line items and decided you don’t need a particular line item, but would like a new custom one? You can simply overwrite the text of the task and keep the row.
How to Assign People:
If you are working with a team of planners and want to make it super easy to see who will pay for what, you can add names to the ‘Who Pays’ column in the row for the particular line item they are assigned to. The payments sheet will automatically show their name for that item, too. If you change your mind on who is doing a task, you can just overwrite the name with a new one.
How to Easily Read the Sheet:
This sheet makes it simple to organize your budget by category. You can see how much you think you’ll spend by adding projected costs. When you have actual costs, you can add those to the next column. Both of these will populate charts at the top of the sheet so you can easily see how much each category is compared to others. At the bottom of the sheet, there is also a grand totals table that you can view.
Note on ‘Date Paid’:
This column of the budget sheet is conveniently linked to the payment tab. If you have an item that you pay for in multiple installments, you use the payment tab. There is a column in that tab called ‘Date paid in full’. When you add a date to that column, it will automatically appear on the budget sheet. You can also manually overwrite this cell if you are not using the payment tab. If you do so then decide later to use the payment tab for that item, the date will not automatically populate on the budget sheet when you enter it on the payment tab.
How to Use the Payment Tab:
The payment tab makes it easy to organize separate payments toward a single line item. If you assigned people on the actual budget sheet, their name will appear next to the line item in this tab. Simply add the amounts paid each time, and this sheet will deduct amounts, letting you know how much is left to pay for an item.
How to Add Payments to a Line Item:
If you need more payments than are on this sheet for one of your line items, you will need to add a new column. Here’s how:
- If you have not added any new payments and there are only the original 3, right-click on the column letter F.
- Select ‘insert 1 left’ or ‘insert 1 right’.
- Rename the headers to say payments 1 through 4.
- **It is important that you choose column F to add new to because adding either left or right will appear in the formula. If you choose E or G, you would need to make sure you choose to add the column so it doesn’t show up on the outside of the range.
- Please note that this will add the extra space to all line items, so you would not need to do this again unless you had an item that required 5 payments.
- If you do need to exceed 4 payments, follow the same steps as you did originally, but make sure you choose to add a column in the middle of the range.
Tips on Using Google Sheets
Check out our article on how to use Google Sheets in general for our budget and checklist tools.