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Cost Analysis Spreadsheet

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Berdine Enola June 6, 2021 Spreadsheet

Here‘s a very simple budget set up. Keep a simple income spreadsheet. List all the sources by name in column A. List how much each brings in in column B. And then, any notes you have for the income (like if it is temporary) in column C. You don‘t need to get very detailed with the income, because it only needs to be accounted for so that we can budget for it‘s use. And, the incomes use is in our expenses spreadsheet. This spreadsheet will be much more complex than the income one. You‘ll need a field for income that you carry over from the income sheet. You‘ll also need a field for a total expenses budgeted for. A third field will give us the budget surplus. We get that by subtracting the budgeted amounts from the income amount. A final field will subtract the actual amount spent from the income, and will serve to tell us where we stand in our budget. If you like, you can add another field that subtracts the actual amount spent from the amount budgeted.

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You can go over your budget as often as you like. Some find it easier to enter amounts every day after they‘ve settled in for the day. Others will choose to go over it monthly. Going over it weekly is likely where most will settle though. Occasionally, we‘ll have a surplus or deficit at the end of the month. Perhaps you‘ve spent too much, or not spent all that you thought you would. Spending too much can be troublesome, but not spending as much as you thought can be a lot of fun. You may want to consider adding a budget field carryover in the income sheet and one called shortfall in the expenses sheet. If you spent too much, the amount that you overspent by becomes your budgeted amount for shortfall in your expenses sheet the next month. Didn‘t spend enough, and you put that amount in the carryover field in the income sheet. This will help you keep track of all your money as well as account for any shortfalls.

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Second – Planning your Budget – is this easy or are you going to start over from scratch? If you kept good records and have accurate figures, then you have a great start for you next meeting. It is easy to modify last year‘s information and make changes for this year. That will be necessary for a variety of reasons. You will need it to tell your hotel contact what you want and you will also need it to prepare this year‘s budget. Third – Budgeting Spreadsheet for Meetings – take the easy way out. Use a spreadsheet that will make your job easy. There are excel spreadsheets that can do it for you. Do not waste your time trying to design something that already exists and is proven to save you effort and stress.

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Microsoft Excel is a phenomenally powerful calculator. You can create spreadsheets with 10,000 lines of data and calculate subtotals instantly. Indeed, if you change your data, any totals will get automatically updated. Arguably that‘s not too impressive. If we have quarterly revenues of $1m, and we secure another $20k, we can update our subtotal without summing revenues from scratch. So it‘s more impressive that Excel can do the same thing with statistical functions. If you‘ve ever plotted a chart on Excel, you may be aware that you can add a best fit line. These best fit lines are calculated using a method known as regression. Basically, you have to calculate the distance of every single point from the line, and minimise the sum. The maths is a little more sophisticated but the key point is that, every time you change the data, you need to perform the analysis all over again.

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Templates are spreadsheets that are pre-formatted with text, colors, and/or formulas. They can be used to save you time and effort. Sometimes you are using a workbook as a template and don‘t even realize it. By this I mean you have a spreadsheet that you use daily, weekly or monthly. You may have to modify a few cells but the remainder of the spreadsheet is exactly the way you want it. It may be tedious to modify the cells but it is easier than recreating it from scratch. Guess what, you have the basis of a template!

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When presenting your business plan to an angel investor you must understand that they will be very interested in your spreadsheets and proformas, but you must also realize that it is typically an entrepreneurial optimistic approach, which causes problems with proformas. Therefore, you should have dueling spreadsheets; that is to say the spreadsheets, which take your best guess and double the time, double the expenses to compete with your optimistic approach. You should be able to present both of these to your Angel Investor; who chances are is a retired business person with a little bit of financial savvy.

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