Looking to make a project budget in pivot form? Here’s how to do it

A reader currently send me the following email:

“I am currently working on a 12 month budget which my manager requires in pivot form – however the report involves various different branches with different addresses etc and its proving difficult to produce a spreadsheet detailing this… help 🙂 “

To be honest, I had never created a project budget using pivot tables before. My standard project budget form works very well and people keep telling me how much time they have saved by using this template.

But I was curious and wanted to see how I could add make a “pivotable” project budget.

It’s actually pretty easy.

Let me show you how to do it.

This article explains how to create a project budget in pivot form

Step 1: Create a data sheet

First create an Excel sheet containing the entire budget data. In order to be able to create a pivot table from it, you need to enter the budget information in table form. See my example:

budget information must be entered in table format

You can see that I’ve broken down the budget into different levels:

  • year
  • month
  • branch
  • cost type

These are just examples. You can add as many levels and details as you like. What matters is that you enter all data in a database like format as shown in my example.

Step 2: Create the pivot table

Select the columns of your data sheet and create the pivot table (Menu > Data > Summarize with PivotTable).

Source data for pivot table

Step 3: Let’s do some pivot analysis

Now here comes the nice part. You can look at your project budget from different angles using the pivot feature.

For example:

breakdown by cost type, month and branch on the X axis:

pivot example 1

Suppose you want months to be on the horizontal, then just swap rows with columns:

pivot example 2

You see — it’s very easy.

All you have to do is enter your budget details in the right format. And voilà – your budget project is available in pivot form.

Download the example

Download project budget in pivot form

Post in the comments if this was helpful.

Adrian Neumeyer

Hi! I'm Adrian, founder of Tactical Project Manager. I created the site to help you bring your projects to success. In the past I've worked as an IT project manager for 10 years.

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