The 3 best examples of simple project budget templates (with real examples)

When people ask for examples of 3 examples of simple project budget templates, the task‑based spreadsheet is usually the first one that comes up. It’s the classic: rows for tasks, columns for cost. Nothing fancy, and that’s exactly why it works.

A task‑based budget template typically includes:

• Task or deliverable name
• Owner or team
• Start and end dates
• Estimated hours or units
• Rate or unit cost
• Estimated cost
• Actual cost
• Variance (difference between estimate and actual)

Instead of listing this as a numbered list in theory, picture how it looks in practice.

Real‑world example: Small software feature release

A SaaS startup rolling out a new feature might set up a task‑based budget like this:

• Requirements & UX design – 40 hours × \(80/hr = \)3,200
• API development – 60 hours × \(90/hr = \)5,400
• Frontend implementation – 50 hours × \(85/hr = \)4,250
• QA testing – 30 hours × \(60/hr = \)1,800
• Launch marketing assets – flat $2,500
• Post‑launch bug fixes buffer – 20 hours × \(90/hr = \)1,800

Total estimated budget: $18,950.

As work progresses, the team updates the Actual cost column. If QA takes 45 hours instead of 30, the variance column immediately shows the overrun. This is one of the best examples of a simple project budget template that still gives you enough detail to manage scope and cost.

Real‑world example: Marketing campaign for a product launch

Marketing teams often want an example of a budget that’s simple but still tracks vendors and media spend. A task‑based template works well:

• Campaign strategy & creative concept – $4,000 (agency fee)
• Ad copy & design – $3,000
• Paid social ads (media spend) – $12,000
• Search ads (PPC) – $8,000
• Landing page design & build – $3,500
• Email sequence setup – $1,500
• Marketing tools & software – $1,200
• Contingency (10%) – $3,420

Total estimated budget: $36,620.

Because every line is a specific task or deliverable, stakeholders instantly see where the money goes. For many teams, this is the best example of a simple project budget template that you can put together in under an hour.

When this example template works best

Task‑based templates are the strongest option when:

• The project is short to medium length (a few weeks to a few months).
• The scope is clear and broken down into tasks.
• You’re reporting to stakeholders who want a plain‑English breakdown of where funds go.

If you’re collecting examples of 3 examples of simple project budget templates for a playbook, this one should always be on the list.

2. Phase‑based budget: examples of simple project budget templates for bigger timelines

The second of our 3 examples of simple project budget templates groups costs by project phase instead of by individual task. This is especially useful when leadership cares more about how much you spend in Planning vs. Execution vs. Closeout than about line‑by‑line tasks.

A phase‑based budget usually includes:

• Project phases (e.g., Discovery, Design, Build, Test, Launch, Support)
• Labor costs per phase
• Non‑labor costs per phase (tools, travel, vendors)
• Phase subtotal, project total, and contingency
• Actual vs. planned spend per phase

Real‑world example: Construction fit‑out of a 5,000 sq ft office

Construction and facilities projects are textbook examples of where a phase‑based template shines.

Imagine a 5,000 sq ft office fit‑out:

• Phase 1 – Design & Permits

  • Architect & engineer fees: $35,000
  • Permits & inspections: $7,500
  • Site surveys: $3,000
  • Phase 1 subtotal: $45,500

• Phase 2 – Build‑out

  • Demolition & framing: $40,000
  • Electrical & data: $55,000
  • HVAC modifications: $30,000
  • Materials (flooring, paint, fixtures): $65,000
  • Phase 2 subtotal: $190,000

• Phase 3 – Furniture & IT

  • Workstations & chairs: $70,000
  • Meeting room AV: $25,000
  • Network hardware & cabling: $35,000
  • Phase 3 subtotal: $130,000

• Phase 4 – Contingency & Closeout

  • Contingency (10% of Phases 1–3): $36,550
  • Punch list & final inspection: $5,000
  • Phase 4 subtotal: $41,550

Total project budget: $407,050.

Leadership can quickly see that Build‑out is the cost driver. This is one of the best examples of simple project budget templates for executives who want to compare phase spending across multiple projects.

Real‑world example: Nonprofit program rollout

Nonprofits frequently ask for examples of simple project budget templates that work well with grant applications. Many funders want phase‑based breakdowns.

Consider a one‑year youth mentoring program:

• Phase 1 – Program design (Months 1–2)

  • Staff planning time: $8,000
  • Curriculum development consultant: $5,000
  • Legal & compliance review: $2,500
  • Subtotal: $15,500

• Phase 2 – Recruitment & training (Months 3–4)

  • Mentor recruitment advertising: $4,000
  • Training materials & venue: $3,500
  • Staff time: $10,000
  • Subtotal: $17,500

• Phase 3 – Program delivery (Months 5–12)

  • Staff salaries: $80,000
  • Participant transportation stipends: $12,000
  • Program supplies: $6,000
  • Evaluation & data collection: $7,500
  • Subtotal: $105,500

• Phase 4 – Reporting & closeout

  • External evaluation consultant: $8,000
  • Final report production: $2,000
  • Subtotal: $10,000

Total program budget: $148,500.

Grant reviewers see at a glance how funds are distributed over the year. This is a clean example of a simple project budget template that’s friendly to external auditors and funders.

Why phase‑based examples matter in 2024–2025

With inflation and labor costs still elevated in 2024–2025, many organizations are tightening stage‑gate approvals. A phase‑based template lets you:

• Approve funding one phase at a time.
• Re‑estimate later phases based on early‑phase actuals.
• Show that you have a structured approach to risk and contingency.

If you’re compiling examples of 3 examples of simple project budget templates for leadership training, you want at least one phase‑based example in the mix.

For general guidance on project planning and budgeting, resources from USA.gov on managing government grants and programs are helpful starting points: https://www.usa.gov/grants.

3. Resource‑based budget: examples include cross‑functional, multi‑project teams

The third of our 3 examples of simple project budget templates focuses on resources instead of tasks or phases. You list people, roles, or equipment, then estimate how much of each resource the project will use.

This is one of the best examples of a simple project budget template for PMOs juggling multiple projects that share the same team.

A resource‑based budget typically tracks:

• Roles or named resources (e.g., Senior Developer, Project Manager, Data Analyst)
• Hourly or daily rate
• Estimated hours or days on the project
• Total cost per resource
• Non‑labor resources (software licenses, hardware, lab time)

Real‑world example: Data analytics project in a healthcare system

Healthcare organizations often run analytics projects that cut across departments. A resource‑based template keeps things sane.

Imagine a 6‑month analytics project to improve hospital readmission predictions:

• Project Manager – 0.3 FTE for 6 months

  • 0.3 × 6 months × \(11,000/month = \)19,800

• Data Scientist – 0.5 FTE for 6 months

  • 0.5 × 6 months × \(13,000/month = \)39,000

• Data Engineer – 0.4 FTE for 6 months

  • 0.4 × 6 months × \(12,000/month = \)28,800

• Clinical Subject Matter Expert (Physician) – 0.1 FTE for 6 months

  • 0.1 × 6 months × \(20,000/month = \)12,000

• Software & infrastructure

  • Cloud compute & storage: $9,000
  • Analytics tools: $6,000

Total estimated project budget: $114,600.

For health‑related analytics, many teams align their cost justification with outcomes and evidence from sources like the Centers for Medicare & Medicaid Services (CMS) and NIH. For example, CMS discusses readmission reduction programs and their financial impact here: https://www.cms.gov/Medicare/Quality-Initiatives-Patient-Assessment-Instruments/Value-Based-Programs.

Real‑world example: Internal IT modernization program

IT departments often ask for examples of simple project budget templates that work across several related projects (e.g., migrating multiple systems to the cloud). A resource‑based template is ideal.

Consider a 9‑month modernization program:

• Program Manager – 0.5 FTE for 9 months

  • 0.5 × 9 × \(12,000/month = \)54,000

• Cloud Architect – 0.4 FTE for 9 months

  • 0.4 × 9 × \(14,000/month = \)50,400

• Security Engineer – 0.3 FTE for 9 months

  • 0.3 × 9 × \(13,000/month = \)35,100

• Application Engineers (2) – each 0.6 FTE for 9 months

  • 2 × 0.6 × 9 × \(11,000/month = \)118,800

• Training & change management – $25,000

• Tools & licenses – $40,000

Total program budget: $323,300.

This example of a simple project budget template makes it easy to answer questions like, “How many hours of security engineering are we really paying for this quarter?” and “What happens to the budget if we cut the Cloud Architect to 0.2 FTE?”

Comparing the 3 best examples of simple project budget templates

When you put these 3 examples of simple project budget templates side by side, patterns emerge:

• Task‑based templates:

  • Best when you need clarity on individual deliverables.
  • Great for small to mid‑sized projects and vendor work.
  • Easy to explain to non‑financial stakeholders.

• Phase‑based templates:

  • Best when governance and stage‑gates matter.
  • Ideal for construction, nonprofits, and any grant‑funded work.
  • Makes it easier to re‑forecast later phases.

• Resource‑based templates:

  • Best when multiple projects share the same team.
  • Ideal for PMOs, internal IT, R&D, and analytics.
  • Helps capacity planning and long‑range budgeting.

The best examples aren’t complicated. They’re the ones your team will actually maintain.

If you’re assembling internal documentation with examples of 3 examples of simple project budget templates, consider including:

• A task‑based template in a simple spreadsheet.
• A phase‑based template aligned with your internal stage‑gates.
• A resource‑based template that pulls data from your HR or time‑tracking system.

2024–2025 trends that affect simple project budgets

A template is only as good as the assumptions behind it. In 2024–2025, several trends are changing how teams use even the most simple project budget templates:

• Persistent inflation and wage pressure. Labor and material costs remain higher than pre‑2020 levels. The U.S. Bureau of Labor Statistics publishes up‑to‑date inflation data you can use as a reality check: https://www.bls.gov/cpi/.
• Remote and hybrid work. Travel and office costs may be lower, but software, cloud, and security spending often increase.
• More scrutiny on ROI. Boards and executives are asking for clearer links between budget lines and outcomes.
• Data‑driven estimating. Teams increasingly use historical project data to calibrate estimates instead of guessing.

When you adapt these examples of 3 examples of simple project budget templates for your own use, build in:

• A contingency line (often 5–15% depending on risk).
• A way to track actuals vs. estimates.
• A short notes column to capture why certain numbers changed.

Even a very simple project budget template can support serious decision‑making if you update it regularly and document your assumptions.

FAQ: Real examples of simple project budget templates

Q1. Can you give more real examples of simple project budget templates beyond these 3?
Yes. Variations include:

• A time‑and‑materials budget for consulting projects, where you track billable hours by role plus expenses.
• A grant‑specific budget that maps each line item to a funder’s categories.
• A capital vs. operating budget split for IT projects, separating one‑time purchases from ongoing subscriptions.

All of these are just tailored spins on the same 3 core patterns: task‑based, phase‑based, and resource‑based.

Q2. Which example of a simple project budget template is best for beginners?
For most beginners, a task‑based spreadsheet is the easiest starting point. You list tasks, estimate time and cost, and track actuals. Once that feels comfortable, you can experiment with phase‑based or resource‑based structures as your projects grow.

Q3. How detailed should a simple project budget template be?
If your team can’t keep it updated, it’s too detailed. For a small project, 15–40 lines is usually enough. For larger programs, use a phase‑based or resource‑based template to keep the top‑level view readable, then maintain more detail in separate sheets if needed.

Q4. Are there standard guidelines or references for building project budgets?
While there isn’t a single universal standard, many project managers align their practices with bodies of knowledge like the Project Management Institute (PMI) and use public data (for example, from BLS on wage and inflation trends) to set realistic rates. For general financial literacy and budgeting concepts, university resources such as Harvard Business School Online offer helpful primers: https://online.hbs.edu/.

Q5. How often should I update my budget template during a project?
For active projects, weekly or bi‑weekly updates are common. High‑risk or fast‑moving projects may need daily tracking, especially near launch or go‑live. The more volatile your costs (e.g., materials, travel, overtime), the more frequently you should update.

If you take nothing else from these examples of 3 examples of simple project budget templates, take this: pick the simplest format that answers your stakeholders’ questions, and keep it updated. The template you actually use beats the fancy one that nobody touches.