A grant budget is not a separate spreadsheet added after the narrative. It is the financial version of the same project.
Begin with activities
List the activities needed to deliver the project, then assign costs to each activity. This creates a direct line between what the application says will happen and what the budget asks the funder to support.
For each cost, record:
- supplier or calculation basis
- amount excluding and including GST where relevant
- eligible expenditure category
- project activity
- timing
- grant-funded amount
- applicant contribution
- other confirmed or proposed funding
Read the eligible expenditure rules
Common exclusions can include ordinary operating costs, retrospective spending, property purchases, related-party transactions, finance costs, unapproved travel or equipment outside the program purpose.
The rules vary. Do not copy an expenditure assumption from another grant.
Use credible evidence
Supplier quotes are stronger when they are current, comparable and describe the same scope used in the application. Internal labour, donated goods and volunteer time may be treated differently from cash contributions.
If a cost is an estimate, explain the basis. Avoid unexplained contingencies unless the guidelines permit them.
Reconcile the numbers
Check that:
- total project cost equals all funding sources
- the grant request is within the permitted range
- co-contribution meets the required percentage
- every cost appears once
- GST treatment is consistent
- narrative figures match the budget
- milestones align with expenditure timing
Demonstrate value, not just need
A budget should help an assessor understand why the proposed cost is reasonable and what the funding produces. Link major costs to measurable outputs and, where requested, explain procurement or value-for-money controls.
Final authority
The current program guidelines and budget template govern eligible costs, evidence and GST treatment. Obtain accounting or tax advice where needed; grant-writing support is not a substitute for that advice.