How to Create a Budget Spreadsheet (Using Our Free Download!)

Making a budget doesn’t have to be overwhelming — this step-by-step guide will show you exactly how to take control of your money, plus I’ll show you how to create a budget spreadsheet with a free download to make it easy.

When my husband and I got married 22 years ago, we committed to stay out of debt while he went to law school. We lived on literal beans and rice (we had a $30 weekly grocery budget for all our meals for the two of us!). During those lean law school years, it wasn’t always easy to face the numbers and put pen to paper, but I’m SO glad we did. Following our written monthly budget kept us out of debt and helped us achieve financial freedom.

If you’ve ever found yourself wondering, “Where did all of my money go this month?” you’re not alone. I’ve definitely had moments like that, especially during those months when we’ve had a really tight budget.

That’s why having a simple, working budget is such a gift. It keeps you intentional and aware of where your money is actually going instead of where you hope it’s going.

One of the easiest ways to stay on top of your budget is to track it — really track it — and this free Budget Spreadsheet Worksheet is designed to help you do exactly that in the easiest, least overwhelming way.

Today, I’m walking you step by step through how to fill it out so your budget finally starts working for you instead of leaving you stressed and guessing each month.

Start With Why: The Power of Tracking Your Budget

Before we jump into the how-to, I want to encourage you: actively managing your budget is one of the best gifts you can give your future self. When you track what you planned to spend and what you actually spent, you’ll start to notice habits, patterns, and opportunities to save that you wouldn’t see otherwise.

A budget only works when you interact with it — checking in throughout the month, adjusting, learning, and celebrating the small wins. Don’t aim for perfection; aim for awareness and progress.

Two printed budget spreadsheet worksheets titled "Fixed Expenses" and "Variable Expenses" are laid out on a dark table, each with sections for housing, utilities, transportation, and income.

Step-by-Step: How to Fill Out Your Budget Spreadsheet

Step 1: Start With Your Total Monthly Income

Begin at the top of the worksheet where it says Total Monthly Income.This is your real, take-home pay after taxes, insurance, and any paycheck deductions.

If your income fluctuates:

Use your average take-home pay from the last 3 months, OR

Use your lowest expected month to give yourself breathing room

(Find more details in this post about budgeting on an irregular income!)

This number is your starting point when creating a budget. Everything else will flow from here.

Printed monthly budget spreadsheet worksheets labeled "Fixed Expenses" and "Variable Expenses" sit on a wooden table, surrounded by pens in soft colors, a floral notebook, and vases of vibrant flowers. T

Step 2: Work Through Each Category With Your “Budgeted” Amounts

Now you’ll move section by section through the spreadsheet and enter your ‘Budgeted Amount’ for the month. This is what you plan or hope to spend. So give yourself reasonable expectations based on your past spending.

The worksheet includes the most common budget sections:

Housing

Enter items like:

Rent or mortgage

Property taxes

HOA fees

Home repairs or maintenance (if applicable)

This is usually your biggest expense, so it helps to start here when making your monthly budget.

Utilities

Next, fill in your utilities:

Electricity

Water/sewer

Trash service

Internet

Gas or heating

Phone bill

If you aren’t sure about an amount, check your last 1-2 bills to get a realistic average.

Insurance

Add your monthly premiums for:

Health insurance

Car insurance

Home or renters insurance

Life insurance

Even if these are drafted automatically, they still count toward your monthly spending so write them down.

Loan Payments

List any debts you’re currently paying off:

Car loans

Student loans

Credit cards

Personal loans

Medical debt

This helps you see exactly how much of your income is going toward paying back past spending.

Subscriptions and Memberships

These add up quickly in your family budget! Include:

Streaming services

Gym memberships

Monthly apps

Software subscriptions

Subscription boxes

If you pause, cancel, or skip a subscription for the month, make a note in the “difference” column later.

Personal Care

This is where things like haircuts, toiletries, cosmetics, and household supplies go. Think of the regular items that keep your family going each week.

Food

Break this up into:

Groceries

Dining out / Takeout

Food costs can be sneaky, so having these two buckets helps you stay grounded and realistic.

Transportation

Add things like:

Gas

Oil changes

Parking fees and tolls

Public transit

Car maintenance sinking fund

Entertainment & Miscellaneous

This is where you budget for:

Family activities

Movie nights

Hobbies

Gifts

Other expenses not captured in the categories above

Think of this section as anything that brings joy, connection, or creativity to your month.

Budget spreadsheet printouts for "Fixed Expenses" and "Variable Expenses" lie on a dark desk. The setup includes pastel pens, a gold-spiral planner, and a potted plant.

Step 3: Track Your Actual Spending as the Month Goes On

This is the part that makes the spreadsheet powerful.

Throughout the month — at least weekly — come back and fill in the ‘Actual Amount’ column for each expense. This is what you truly spent, even if it wasn’t what you planned.

If you want to stay on top of things:

Keep receipts in one spot

Check your bank app once a week

Make it a habit to update your spreadsheet every Sunday night

This helps your budget stay alive instead of becoming something you look at once and then forget.

Step 4: Fill in the “Difference” Column

At the end of the month (or as you go), record the difference between your budgeted amount and actual spending. This ‘Difference’ column is what helps you get better month after month. It’s your built-in accountability.

You’ll begin to notice patterns like:

“Wow, I always underestimate groceries.”

“We consistently overspend in dining out.”

“I had more cushion than I thought in utilities.”

“Our subscriptions are eating up more than I realized.”

This ‘Difference’ column is what helps you get better month after month. It’s your built-in accountability.

Step 5: Adjust and Improve Next Month’s Budget

Once you see the full month at a glance, you’ll have a clear picture of what needs adjusting. Maybe you need to bump up groceries, create a sinking fund, or challenge yourself to stick to your dining-out plan.

Your budget should serve you, not the other way around. Don’t be afraid to tweak it until it truly fits your family’s life and rhythms.

Crystal Paine i smiles and holds up a "Variable Expenses" budget spreadsheet showing categories like groceries, gas, clothing, gifts, and eating out.

You’re Ready to Get Started!

Creating a budget doesn’t have to be intimidating or complicated. With a simple spreadsheet and a few minutes each week, you can confidently manage your money, avoid unnecessary stress, and make real progress toward your financial goals.

If you haven’t downloaded the free worksheet yet, you can grab it here.