Free nonprofit budget template with sample and step-by-step guide

Forecasting income from donations and grants isn’t always easy. But building a nonprofit budget that actually works (and earns your board’s stamp of approval) doesn’t have to be complicated.

That’s why we created a board-ready budget template that works for any type of nonprofit. Plus, this step-by-step guide will walk you through the entire budgeting process—explaining each line item and showing you how to tailor it to your needs.

By the end, you’ll have a budget that’s simple to update, easy to present, and built to help you make confident financial decisions. 

⭐ Bonus: We’ve included a sample budget so you can see exactly how it all comes together.

You’ve got a mission to fund—let’s build a budget that makes it happen.

Key takeaways

• An income-based budget is the simplest and most popular option. This approach allows for easier planning, adjustments, and board approval—which is why it’s the format used in Givebutter’s free template.
• You should account for all revenue streams—not just donations. Your budget should include grants, sponsorships, recurring gifts, peer-to-peer campaigns, fundraising events, and one-time contributions.
• Break down expenses by category for transparency and control. Common categories include personnel, overhead, admin, travel, programs, marketing, fundraising, consultants, and more.
• Use our sample budget as a guide. See how a small nonprofit like “Churning for Change” structures their entire budget—from projections to actuals.
• Givebutter makes budgeting easier. Streamline your financial planning with donation tracking software, fund categorization, and integrations like QuickBooks—all in one place. 

Example nonprofit budget formats

There’s no single right way to structure your nonprofit’s budget—but some approaches are easier to manage than others. 

Here are five common budgeting types, each with its own strengths depending on your size, goals, and planning style:

• Income-based 💰 Plan annual expenses around projected income. The Givebutter template uses this approach for its simplicity and adaptability. 
• Incremental 🍭 Start with your budget for the current fiscal year and make small adjustments to reflect your new priorities. This method is quick to implement—just be sure to remove any outdated line items.
• Zero-based 0️⃣ Every expense must be justified from scratch. While this helps reduce unnecessary spending, it’s more time-consuming and can make strategic planning more difficult. 
• Goal-oriented 🥅 Allocate spending based on specific goals and objectives. Ideal for growing or strategy-driven nonprofits.
• Rolling forecast 🌊 Continuously update your budget based on your latest forecasts instead of setting a fixed annual plan. 

Download your free nonprofit budget template

This simple yet powerful nonprofit budget template is available in Google Sheets or Excel. It includes built-in formulas, pre-filled income and expense categories, and space to track projected and actual totals—so you can create a clean, effective budget in minutes.

Fully customizable for any organization, this template helps you stay organized, present your numbers with confidence, and make informed financial decisions year-round.

Freebie alert!

Create a smarter nonprofit budget with our free template →

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Disclaimer: This guide and template are for informational purposes only and do not constitute financial or legal advice. Please consult a qualified professional for guidance tailored to your organization.

How to fill in your nonprofit budget template

Now that you've downloaded your template, it's time to make it your own. Below, we’ll walk you through the essential nonprofit budget categories—what each one means, what to include, and how to customize it for your organization.

You’ll also find a sample budget at the end so you can see exactly how everything comes together.

1. Grants and sponsorships 💰

If you’ve done the hard work of securing foundation grants or corporate sponsorships this year (congratulations!), list each one as a separate line item under “Income”.  

• Foundation grants 🏦 Funding received from public or private foundations. 
• Corporate sponsors 👨‍💼 Contributions from companies, whether as one-time gifts or part of a donation-matching campaign. 

2. Individual donations 🤗

The generosity of individual donors can go a long way in funding your mission. This category can be divided into: 

• Recurring donor campaigns ➿ Donations that come in regularly—monthly, quarterly, or annually. 
• Peer-to-peer campaigns 👭 Funds raised on your behalf through peer-to-peer fundraising efforts. 
• One-time donations 🪙 Single contributions of any size. 

3. Fundraising campaigns & events income 🕺

Fundraising events and campaigns can be a major revenue stream for your nonprofit. Break them into: 

• Annual events 💃 Funds raised from recurring events, such as ticket sales, donations made during the event, and any related income. 
• One-off events and campaigns 🍰 Revenue from single-instance campaigns or events—like a bake sale, merch sale, or one-time email appeal. 

4. Personnel expenses 👯

Payroll often accounts for 18-52% of a nonprofit’s total budget. But salaries aren’t the only item to consider. Staff expenses also include:

• Benefits 🎁 Health insurance, 401(k) matching, paid parental leave, and other employee benefits. 
• Taxes 💸 While nonprofits are exempt from state or federal income tax, they still pay payroll taxes on staff salaries.
• Volunteer appreciation 💛 Volunteers can significantly cut down on payroll costs, but effective volunteer management is key. Costs include event refreshments, swag bags, or appreciation events. 

5. Overhead expenses 🏢

Even if your nonprofit operates virtually, you’ll still have facilities and operations costs, such as: 

• Rent 🏫 Property rent or mortgage, parking fees, property taxes (if applicable), or coworking space fees. 
• Utilities🚰 Essential services like gas, electricity, water, and internet. If your team works remotely, you may also reimburse part of their Wi-Fi costs.
• Maintenance ⚒️ This might include cleaning services, repairs, or kitchen supply restocks. 
• Operations 🚚 Any additional expense that keeps your nonprofit functioning. Operating expenses might overlap with other categories like rent and utilities. 

Dive deeper

Learn the do’s and don’ts of nonprofit finance →

6. Administrative costs 🖌

When budgeting for administrative costs, be sure to include the following: 

• Office supplies 🖇️ Desks, chairs, pens, paper, and printers. You might also reimburse home office purchases for remote employees.
• Printing 🖨️ Flyers, signage, or printed swag kits tied to your fundraising campaigns and programs.
• Technology ⚡ Project management software, donor management tools, Microsoft Office, or accounting software. 

Explore more

Simplify your books with our guide to nonprofit accounting →

7. Travel and meeting costs 🎒

Travel may be required for campaigns or donor relations. Expenses in this category include: 

• Travel 🛩️ Airfare, transportation, lodging, and meal costs for your nonprofit leaders—such as your executive director, staff, board members, or other key stakeholders—attending an event or campaign.
• Meetings 🤝 May include lunches, coffees, or conference room rentals for hosting board meetings. 

8. Program expenses 🎯 

These expenses directly fund the initiatives that advance your mission. What they include will vary depending on the type of nonprofit organization: 

• Educational organizations 📚 Books, school supplies, or technology fees.
• Arts programs 🎨 Museum or theater admissions, student productions, or creative materials. 
• Environmental sustainability 🌱 Research and development, awareness campaigns, or supplies for clean-up crews.

9. Marketing and fundraising expenses 🎉

As the saying goes, “You need to spend money to make money.” This is where marketing and fundraising expenses come in. Common line items include: 

• Marketing 💌 Graphic design programs, marketing automation tools, or social media schedulers.
• Advertising 📣 Paid promotion through Google, Instagram, Facebook, or local media—ideal if you have room in your budget to boost visibility. 
• Events 🎈Venue rentals, catering, and entertainment. 

💪 Pro tip: Google offers grants toward Google Ads for nonprofits.

10. Consultants 👩‍💼

Sometimes you’ll need outside expertise to support your mission and advance your work. Common consultant expenses include: 

• Grant proposal writing 📝 You may need to hire a grant writer to draft compelling proposals. Rates typically range from $25-$200 per hour.  
• Marketing agencies 💻 If you’re planning a large campaign, you may outsource to a marketing agency. On average, this costs $100-$149 per hour. 

💪 Pro tip: If an item doesn’t fit neatly into your existing budget categories, list it under “Other.” 

Sample nonprofit budget 

Here’s what a nonprofit organization budget template looks like filled out for Churning for Change—a small-but-mighty nonprofit helping dairy farmers adopt more sustainable practices. 

Their annual operating budget is $134.5K, funded through a mix of grants, membership donations, and seasonal fundraisers, such as a winter gala or spring bake sale. They’ve categorized their income and expenses to keep things clear and aligned with their mission.

Here’s how they track it all in this nonprofit budget example—projections, actuals, and notes—for every line item, from transportation to training supplies.

Reduce your expenses with Givebutter

Smart, stress-free budgeting starts with tools built for the way nonprofits work. With Givebutter, you can track every donation, categorize income by fund or campaign, and manage your finances confidently—all in one place.

Whether you’re creating your first budget or refining one for board approval, Givebutter helps you stay organized and in control. Import past data, sync with QuickBooks, and get real-time visibility into where your money’s going.

And thanks to Givebutter’s transparent tip-or-fee pricing model, you keep more of what you raise—the average campaign keeps 99.5%!

Sign up for your free Givebutter account to get started today.

You got this, changemaker! 🚀

We love Givebutter’s free platform. As a small nonprofit with only a handful of donors, we could not afford an expensive donor subscription, especially since we only run a couple of campaigns a year. This was perfect for our needs.  — Small nonprofit employee, Primary and Secondary Education & Givebutter user

FAQs about nonprofit budgets

What is an operating budget for a nonprofit?

A nonprofit operating budget is a record of revenue and expenses needed to keep your organization running. It serves as a roadmap for financial planning and decision-making, and typically includes income from grants or donations along with expenses like salaries, rent, and program costs.

Is a 501(c)(3) required to have a budget? 

Yes, nonprofits are required to submit a projected budget when applying for 501(c)(3) status. 

Beyond tax requirements, creating a budget supports long-term sustainability, improves efficiency, and shows your board members, partners, and major donors that you’re financially responsible. 

What is the average nonprofit budget? 

Around 97% of nonprofits have an annual budget under $5M, and 88% spend less than $500K per year. About 20% operate on less than $100K. Budgets vary greatly depending on an organization’s mission and size. 

What percentage of a nonprofit budget should be fundraising? 

Typically, nonprofits spend around 35% of their budget on fundraising. This strikes a balance between long-term sustainability and donor confidence that contributions support the mission. The exact percentage may vary depending on your programs and goals. 

What percentage of a nonprofit budget should be salaries? 

While every nonprofit is different, a general guideline is to spend about 35% on operating costs, including staff salaries. 

When it comes to executive salaries, the Better Business Bureau recommends nonprofits keep compensation under 10% of the budget.

Are nonprofit budgets public? 

Nonprofits must submit their budgets to the IRS, but they’re not required to make them public. Some nonprofits choose to share theirs—such as a one-page overview on their website—to build trust and promote transparency.