Grant budget vs. actual: a free tracker
Enter your budget lines and what you've spent. See what's left and whether spending is keeping pace with time.
Budget lines
Paste from a spreadsheet or upload a CSV
Here's what we found
| Line | Budgeted | Spent |
|---|
Everything stays in your browser. Nothing is sent to us.
Where it stands
| Line | Budgeted | Spent | Remaining | Spent so far | Pace |
|---|
The spreadsheet keeps its formulas, so you can update the spent column each month. Or start from a blank template.
Planning to move money between lines?
Many funders ask you to get approval before you move more than a set share of the budget. Your award terms say what yours is.
Revised budget
Enter the new amount for any line you'd change. Leave the rest blank.
For federal awards
Under 2 CFR 200.308(i), the federal agency may restrict moving money among direct cost categories when the federal share is above the simplified acquisition threshold and the moves add up to more than 10% of the total budget last approved, cost share included.
Section 200.308(f) also lists changes that always need prior written approval, whatever the amount. These include a change in scope, moving funds out of participant support costs, and subaward work that wasn't in the approved application and budget.
Checked against the eCFR on Nov 9, 2026 (text current to Oct 23, 2026).
Soyo is a guide, not an accountant or lawyer. Check your award terms.
How it works
- Add the grant's start and end dates and the date your spending numbers run through.
- Enter each budget line and what you've spent on it. Or paste them from a spreadsheet.
- See what's left on each line and whether it's keeping pace with time. Download it to keep going next month.
Save this in Allay
Keep this budget in Allay. Soyo tracks the pace as spending comes in and tells you when a line needs a look.
Questions
What does "on pace" mean?
It compares how much of a line you've spent with how much of the grant period has gone by. Halfway through the year with about half spent is on pace. The band you choose sets how close counts. Ahead means money is going faster than time. Behind means some may be left at the end.
Is my data uploaded anywhere?
No. Everything you type, paste or upload stays in your browser. A draft is kept on this device so you can come back to it. Start over clears it.
Can I use this every month?
Yes. Come back and update the spent column, or download the spreadsheet. It keeps its formulas, so changing the date or an amount updates everything else.
When do I need funder approval to move money?
It depends on your award. Many funders set a limit, often a percentage of the budget, above which you need their written okay first. For federal awards, 2 CFR 200.308 sets the rules. When in doubt, ask your program officer before you move money.
Does it work with QuickBooks exports?
Yes. Run a Budget vs. Actuals report for the grant's class or project, export it, and paste the rows or upload the CSV. Income and total rows are skipped, and you'll see what was read before anything changes.