Club Budget Template

To help club treasurers and executive committees, we are making this downloadable Club Budget Template available.

To understand more about how to use this template, please review this video (from the personalised club officer training course for club Treasurers).

A budget is a financial plan that estimates a club’s income and expenses over a specific period. At Toastmasters, that period is typically the year from July to June. A Toastmasters budget helps the club manage its money wisely and ensures resources are used effectively to meet the club’s goals.

Why is a budget important?

• It ensures the club runs smoothly, responsibly, and sustainably.

• It supports financial planning and stability. A budget outlines expected income and expenses, helping the club plan effectively and avoid running out of money unexpectedly.

• It supports the club’s goals and activities.

• It provides transparency and accountability.

• It aids decision-making—e.g. can we afford new banners, or refreshments for guests?

• It prepares the club for unexpected costs such as venue changes or technology needs.

The template contains three tabs: Budget, Actual, and Monthly Report.

• Budget tab

  • Income section: list all expected income sources. Predict monthly amounts—for example, forecast fundraiser income in November or anticipated donations and membership dues.

  • Expenses section: enter expected costs. Formulas total each column automatically.

  • Net income is calculated as total income minus total expenses.

  • Budget cash flow: enter predicted opening cash balance, net income, and closing cash balance.

• Actual tab
  Record real income and expenses at the end of each month. This mirrors the Budget tab but reflects what actually happened.

• Monthly Report tab
  Complete this in the first week of each month, looking back at the previous month. Share it with the club committee to spot any red flags. Copy figures from the Budget and Actual sheets; variance is calculated automatically. For example, if £1,200 was budgeted for membership dues but only £1,080 was received, the variance is £120 adverse. Add explanations for future reference.