Monthly income and expense planner
Plan the month's income and costs, enter what actually happened and see the difference and what you have left.
A plan you check against reality is a plan that works. List each source of income and each cost with the amount you planned and the amount that actually happened, and the planner shows the difference for each line, the planned and actual totals and the amount left over, for a business or a household.
Small business owners, freelancers and families who want a simple monthly budget without a complicated system.
What is included
- Planned and actual for every line
- Difference per line
- Totals for income, costs and what is left
- Summary by type with a chart
- Space for 100 lines
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Screenshots
How to use it
- List each income and each cost as a line, and mark its type.
- Enter the planned amount before the month starts.
- Enter the actual amount as the month goes on.
- Compare the totals and the differences at month end.
Templates are tools to help with your own records. They are not tax or legal advice. Check the figures against official sources before filing or paying.
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What the monthly income and expense planner does
A plan you check against reality is a plan that works. List each source of income and each cost with the amount you planned and the amount that actually happened, and the planner shows the difference for each line, the planned and actual totals and the amount left over, for a business or a household.
Who it is for
Small business owners, freelancers and families who want a simple monthly budget without a complicated system.
How to use the workbook
- List each income and each cost as a line, and mark its type.
- Enter the planned amount before the month starts.
- Enter the actual amount as the month goes on.
- Compare the totals and the differences at month end.
- Save a copy under a new name for each month or year, so earlier records stay as they were.
What is inside
- Planned and actual for every line
- Difference per line
- Totals for income, costs and what is left
- Summary by type with a chart
- Space for 100 lines
The workbook has these sheets: Instructions, Plan, Summary. The main table has the columns Item; Type; Planned; Actual; Difference (actual less planned). Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.
Tips for getting it right
- Start with last month's actuals as this month's plan.
- Plan for irregular costs, such as insurance, by spreading them across months.
- Pay yourself first by planning savings as a cost line.
- Keep each month on its own copy.
Why keep this record
Running a business on memory works until it grows. Writing the numbers down turns opinions into facts you can compare month to month, and shows early which products, customers or costs deserve attention. Even a simple workbook, used every week, usually beats a sophisticated one that is opened once a year.
Questions people ask
Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.
Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.
Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.
Keeping it safe and up to date
A plan is only as good as the numbers you put in. Start with honest estimates, update the workbook as real figures arrive, and compare the two so your next estimate is better. Save a dated copy each month so you can see how your thinking changed.
Read how to build a cash flow forecast for the wider picture. See more business templates or ask us for a custom one.
The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.
Related guides, calculators and templates
- Guide: How to build a 12-month cash flow forecast for a small business
- Guide: How to price your products and services: markup, margin and break-even
- Guide: Turnover tax for small businesses in Kenya: rate, limits and when to use it
- Another template: 12-month cash flow forecast
- Another template: Break-even and pricing calculator
- Another template: Budget versus actual tracker
Need something different? Request a custom template, browse all guides or see every Excel template.
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