Agency project time and budget tracking Excel template

Actual file previews

The images below are the actual data entry and executive summary pages of the workbook to be downloaded.

Step by step usage

1. Examine the example and prepare the blank file

   Keep each project work package on a separate line. Keep the planned time as the initial reconciled budget. Write the total hours so far in the actual field. The hourly cost is an internal cost assumption, not the rate billed to the customer. If there are different payees, use separate work packages or verified weighted cost. Use the yellow input fields on the tracking page; Do not change the blue formula fields. The sample sheet is filled with fictitious records and does not count towards the actual work total.

2. Write actual records in the yellow fields

   Time deviation is actual minus planned; A positive value indicates overshoot. Actual labor cost is hour × internal cost. The remaining budget is the portion of planned minus actual hours that is not less than zero. The overshoot is maintained in the deviation column; Just because the remaining hours are zero does not make the job completed. The top summary works with the total hour budget and cost. An empty mandatory field is distinguished from a real zero. Correct missing or incorrect records in the control column; Since these lines are excluded from the summary, do not use the total as a final report until the problem is resolved.

3. Fix control alerts and review summary

   Negotiate scope on exceeding work packages. Consider additional budget for revision early.

What does this Excel file solve?

Compare planned and actual hours in project work packages. Excel to calculate hour variance, labor cost, and remaining hour budget. Keep each project work package on a separate line. Maintain the planned time as the initial reconciled budget. Write the total hours so far in the actual field. The hourly cost is an internal cost assumption, not the rate billed to the customer. If there are different payees, use separate work packages or verified weighted cost. Use the yellow input fields on the tracking page; Do not change the blue formula fields. The sample sheet is filled with fictitious records and does not count towards the actual work total.

What's inside the file?

Hour budget variance, Actual labor cost, Remaining hour budget. The file contains sample rows, canned formulas, data validation fields, risk colorings, and executive summary.

Calculation and control logic

Time deviation is actual minus planned; A positive value indicates overshoot. Actual labor cost is hour × internal cost. The remaining budget is the portion of planned minus actual hours that is not less than zero. The overshoot is maintained in the deviation column; Just because the remaining hours are zero does not make the job completed. The top summary works with the total hour budget and cost. An empty mandatory field is distinguished from a real zero. Correct missing or incorrect records in the control column; Since these lines are excluded from the summary, do not use the total as a final report until the problem is resolved.

Worked example: Agency project time and budget tracking: calculation example

The plan is 20 hours. 26 hours realized. The cost of the internal clock is 500 TL. Result: 6 hours overrun, 13,000 TL actual labor cost and 0 hours remaining budget appear.

Decisions that can be taken as a result of this

Negotiate scope on exceeding work packages. Consider additional budget for revision early

Common usage mistakes

Mistaking the sales hourly wage as an internal cost. Equalizing the exceeding plan to the actual and hiding the deviation. Using the summary total as the final result without correcting the lines with control warnings

Limits and proper use

It is not a stopwatch, daily time sheet, payroll or project profit calculation. There are no income or external expenses. Percentage completion is not derived from time consumption. The file is prepared for 150 record lines. The parent summary includes all valid rows, regardless of filters. When capacity is full, open a new period copy; additional rows require the summary and validation ranges to be updated as well. There are no macros, external data connections or automatic notifications.

Compatibility and quality control

Two pages of this file were visually inspected; Formulas were recalculated and checked in empty, sample and incorrect entry scenarios. There was no separate device testing of the Excel desktop application. .xlsx without macro; formulas and drop-down lists are included in the file. The tracking page includes 150 preset record lines and a standalone Sample page. Prepared for desktop Excel; Check views and validations in other spreadsheet applications.

Scope of this file

This independent file has been prepared for agency project time and budget tracking. It's not that Shiftmate automates this industry workflow; The application focuses on team, shift and timesheet management.

Relevant official and technical resources

• Microsoft: SUMIFS function

Frequently asked questions