42 Free Budget Proposal Templates [Word – Excel]

Budget Proposal Template

A Budget Proposal is a professional document that details the company’s projects or campaign’s financial budget plan.

This proposal is essential since the finance department will use it to determine how much money the company requires to stay in operation. The Budget proposal template is a fillable document that includes the spaces such as project details, expenses, justifications for the expenses, and a digital signature. Moreover, employee, equipment, materials, supplies, travel, events, workshops, conferences, utilities, and rent expenses are all included in this form.

A proposal budget is identical to a project budget, but it serves a different purpose. A project budget is intended to guide users step by step through the project phases, and it is expected to be modified and adapted (within reason) to what occurs during the project. On the other hand, a proposed budget aims to convince the assessor who reads the proposal that you understand the project well and deserve financing.

How To Fill a Budget Proposal Template

A budget proposal template is a fillable plan that proposes the amount of money to be spent on a project. Many projects will require the provision of a brief budget. The estimated expenses and income must be included in this budget. In addition, include a breakdown of the costs associated with the benefit being created, both directly and indirectly.

For example, production, marketing, distribution, utilities, support staff, insurance, and legal/accounting fees should be factored into the budget. 

Below are the elements that make up a proposal budget:

1. Build a gantt chart

A Gantt chart shows the progress of a project. It is a type of bar chart. The tasks to be completed are listed on the vertical axis, while time intervals are listed on the horizontal axis. The length of each activity is indicated by the width of the horizontal bars in the graph.

The start and end dates of a project’s terminal and summary elements are represented using Gantt charts. They provide the clearest picture of a project’s entire context. Include every task and job on a Gantt chart and show him or her what will happen when.

2. Write the purpose or goal

In the opening section of the budget proposal template, describe its purpose clearly. The mission statement is a one- or two-sentence description of your budget’s objective or aim, including the what, when, where, why, and how. Next, extend the benefits received from the project that the proposal represents or the continuation of your department’s operations. Finally, describe how the advantages outweigh the costs.

3. Period of performance

The performance period is the amount of time a person has to spend the funds they have been allocated and meet the matching or cost-sharing requirements.

For example:

A manager may request a 12-month budget based on the corporate financial year if it is an internal budget for a company or other expenses.

4. Direct costs breakout

This section covers the costs of developing, marketing, and distributing the product or service. These are referred to as direct costs since they are associated with the profit that is being generated. They are classified as manufacturing costs and the cost of goods sold in a company budget for product development.

Suppose the budget proposal template is for an occasion. In that case, the research leading up to the development of the benefit is also a direct expense, as are the salaries of the personnel engaged in organizing, production, marketing, and distribution. A direct cost includes materials, travel, communications, research, and everything else that would not be available if the project were not in place.

Below are some of the expenses that affect the cost directly:

 4.1 Facilities and administration costs

Most sponsorships do not cover facilities and administrative expenditures. Therefore, list these costs separately in the budget plan if you’re using them to seek sponsorships for a project. Utilities, support staff, insurance, and legal and accounting fees are examples of costs that are not directly associated with project benefits. Administrative costs are also considered independent from a department’s revenue-generating activities for corporate objectives.

4.2 Direct labor

Production or operations labor dedicated to a single product, cost center, or work order is known as direct labor. Direct labor is the labor of the manufacturing staff that produces items, such as machine operators, production line operators, painters, and so on, when a business manufactures products.


Title or Labor CategoryName of Contractor or EmployeeContractor or Employee?Burdened Hourly RateNumber of HoursAmount Requested
FilmingBrian BrentContractor$505$250

4.3 Equipment and materials

It is important to describe and clarify equipment requirements. To distinguish between equipment and supply categories, most sponsors use the university’s definition of “new machinery.” It’s important that every piece of equipment included in the proposal is clearly described and priced (including shipment and installation). If possible, use particular manufacturers and model numbers.


Item DescriptionQuantityUnit PriceExtended Price
Camera stand2$1500$3,000
Camera lens2$1000$2,000

4.4 Travel and miscellaneous expenses

Examples of transportation services:

Taxi, coach, limousine, town car, Uber, and Lyft charges (including a customary tip), motor vehicle rentals, parking fees, and ferry and bridge tolls.

Multiply the number of passengers by the cost of a return ticket to their destination for travel costs. It is a good idea to slightly exaggerate the costs. Add a daily allowance for each traveler once the travel cost is calculated.


Expense TypeDescriptionUnit PriceExtended Price
TicketsFour plane tickets to London$400$1000
Hotel bookingReservation of 2 rooms for 3 nights$300$3,000

4.5 Cost summary

The monetary worth of expenses for supplies, services, labor, products, equipment, and other products purchased for use by a company are referred to as costs in accounting. It is the amount shown as the invoice price and documented as an expense or asset cost basis in accounting records.


Cost elementTotal estimated cost
Direct labor$1500
Equipment and materials$5000
Travel and misc expenses$4000

5. Anticipated revenue

Complete the budget plan with a section that explains the predicted advantages, such as sales or donated revenue, the building of assets such as a garden, or the completion of research that will bring future assets or profits. Then, calculate the benefit’s financial worth. Remember that the benefit must appear larger than the cost; if you suddenly become conservative in describing the profit, the budget may be rejected.

6. Bring it all together

The most significant element of a successful budget is that everything is presented in a clear and simple manner. The ‘bring it all together’ stage is where you put all these elements together and form a proposal budget. It is a simple task since all the components have been laid out.

Need Some Help?

Here are some free editable templates for you:

simple budget proposal sample pdf

budget proposal pdf

budget proposal sample for school

simple budget proposal

budget proposal sample letter

budget proposal sample for government

2021 budget proposal

simple budget proposal sample pdf 01

budget proposal pdf 01

budget proposal sample for school 01

    Considerations While Preparing a Proposal Budget

    Every proposal requires a budget. The proposal budget outlines the financial components of the project and specifies how much money should be spent in which areas. 

    Below are important points to consider when preparing a proposal budget:

    Project costs

    The entire finances necessary to deliver the project are referred to as the project cost. Any payments made or projected to be made or monetary responsibilities incurred or estimated to be incurred to finish the project are project costs. All costs must be beneficial to the project.

    Direct costs

    Any expense that is ordinarily handled as infrastructure and administrative cost should not be proposed as a direct cost unless the project-specific demands justifying the expense are well documented in the budget justification.

    Cost estimation

    Cost estimation aims to forecast the quantity, cost, and price of resources needed to finish a job within the overall project. Cost estimates are used to bet on potential clients’ new ventures and help you plan your project and budget. Use commonly adopted cost estimation methods such as retail prices, pricing quotations, or properly scaled historical or current expenses.

    Escalation factors

    Over time, changes in the cost or price of specific commodities or services in a given economy are known as cost escalation factors. Use inflationary or escalation factors as recommended.

    For example:

    Non-personnel cost categories are now escalating at a rate of 3%.

    Cost assignment and allocation

    It is important to predict how the project will increase the costs during each phase or year while creating a budget. According to the sponsor’s guidelines, the budget should list expenditures by major cost category for each project year.

    Unless a sponsor’s budget form or policy needs more comprehensive categorization, employ key expense categories including salary, benefits packages, supplies, machinery, travel, other direct costs, and facilities when allocating costs to budget categories.


    For negotiating and audit purposes, the main researcher or department should keep supporting documentation linked to project cost estimates on a proposal-by-proposal basis. The techniques, methodologies, and data used to predict project costs should be clearly described or shown in this documentation.

    Examples of documentation for higher education facilities may include:

    • Present university salary and wage scales 
    • For staff expenditures, projected range adjustments, and merit raises, as well as the periods to which they apply.
    • The benefit rate obtained from a third-party source (composite rate or actual rate)
    • Quotes from vendors
    • Prices from a catalog
    • Historical records detailing the expenditures of supplies and materials for similar projects.

    Budget Proposal Samples

    Following are professionally crafted samples for your ease:

    simple budget proposal 01

    budget proposal sample letter 01

    budget proposal sample for government 01

    2021 budget proposal 01

    simple budget proposal sample pdf 02

    budget proposal pdf 02

    budget proposal sample for school 02

    simple budget proposal 02

    simple budget proposal sample pdf 04

    budget proposal pdf 04

    budget proposal pdf 044

    budget proposal sample for school 04

    simple budget proposal 04

    simple budget proposal 44

    simple budget proposal 45

    budget proposal sample letter 04

    budget proposal sample for government 04

    budget proposal sample for government 044

    2021 budget proposal 04

    2021 budget proposal 041

      Tips For Preparing a Proposal Budget

      Many donors believe that the budget is the best way to get a sense of a project, and it is usually the first section of the proposal that they read.

      Below are a few tips to help with the process of writing a successful budget proposal template:

      • Clarity: Try to be as specific about the proposal’s nature. For example, provide a precise analysis of the time required, the hourly rate or payment, and the specific tasks to be completed.

      The budget proposal should not be lengthy but rather concise and to the point.

      • Feasibility: A feasibility study’s purpose is to determine whether a company, group or organization will be able to deliver on its promises in a comprehensive manner and within a reasonable time frame. Feasibility is also used to show that a person has sufficient knowledge of the project.
      • Sincerity and authenticity: Introduce yourself to the reader and state why this project is important to you. You could also mention what future goals are there. The proposal budget should be as accurate as possible. Being sincere also means making a list of all direct and indirect costs involved with the project.
      • Know the audience: Write a proposed budget that is simple and easy to understand. Not every reader will be an accountant. Some readers are well-wishers who would like to sponsor the project. Therefore, avoid using certain vocabulary in the proposal budget.

      Related: How to Write a Business Proposal [30 Free Templates]

      Free Templates

      Writing a proposal budget is simple. It is a document that is very beneficial to any company, institution, etc. It prevents over expenditure since it explains where the money goes and what is to be brought.

      However, if writing a proposal budget proves to be difficult, our website has proposal budget templates that will guide you and help you write an effective proposal budget that will be approved and sponsored. Visit our website and go through our templates to get a clear understanding.

      Following are some free downloadable templates for you:

      simple budget proposal sample pdf 05

      budget proposal pdf -5

      budget proposal pdf 05

      budget proposal pdf 051

      budget proposal sample for school 06

      simple budget proposal 05

      simple budget proposal 051

      simple budget proposal 052

      budget proposal sample letter 06

      budget proposal sample for government 06

      2021 budget proposal 06

      simple budget proposal sample pdf 07

      simple budget proposal sample pdf 071

      budget proposal pdf 07


      simple budget proposal 08

      budget proposal sample letter 24

      budget proposal sample for government 223

      budget proposal sample for government 224

        General Thoughts on Proposal Writing

        Writing a proposal budget can be easy or difficult, depending on what audience it is intended for. However, some guidelines can make a proposal budget engaging and successful, thereby winning sponsors in the end.

        Below are some thoughts on how a proposal budget can be effective:

        • Any details that could generate concerns should be addressed by including a clear explanation in the budget. Notes effectively addressing any financial problems, making the funder’s assessment process easy, and shows excellent planning.
        • “Which people will be putting effort into this project, and what will I need to spend to meet the goals and objectives?” is a general question that should be answered while drafting a proposal budget.
        • The layout and language should be clear and simple. After reading the first page, the reader should have no doubts about the project’s main goals, who the beneficiaries are, how much money is being requested, and the result.
        • Double-checking the calculations and confirming that all justifications and statements are entirely relevant and add value may make the budget proposal stand out.
        • To demonstrate that an organization can execute projects on time and budget, provide facts about employee experience and updates on similar projects that are actively being undertaken or from previous projects.
        • Every proposal budget should include detailed, achievable goals that can be measured over time using a reliable technique.
        • Ensure the proposal budget contains all the expenses that are sometimes overlooked.


        A proposal budget template should be realistic, logical, and compelling while also ensuring an organization’s profitability. It’s a rough estimate of how much a contributor will spend if they choose a specific company. This proposal is important since the accounting department will determine how much money the company requires to stay in operation. Budget Proposal ought to include project details, expenses, justifications for the expenses, and a digital signature.

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