Writing a budget isn’t just about maths; it’s about storytelling with numbers. Your budget tells the funder exactly how you are going to turn your idea into reality.
To build a solid budget, you don’t need to be an accountant. You just need to answer three questions clearly.
Step 1: The Three Big Questions Before you open a spreadsheet, sit down with your team and ask:
What are we planning to do? (e.g., Run a weekly recovery cafe for 50 people).
What do we need to make that possible? (e.g., A hall, coffee, two support workers, flyers).
How much will those things cost? (This is where the research comes in).
Step 2: The “Hidden Costs” Checklist It is easy to remember the big things (like rent), but forgetting the smaller costs can leave you out of pocket. Use this starter list to ensure you have covered everything:
Staffing: Don’t just list the hourly rate. Have you included National Insurance (NI), pension contributions, and holiday cover?
Time: Projects don’t just “happen.” Budget for planning time and co-design time with your participants.
Venue: Hall hire fees (including set-up and clean-up time).
Overheads: A portion of your office rent, internet, and phone bills.
Core Essentials: Insurance, volunteer travel expenses, and PVG checks.
Hospitality: Tea, coffee, biscuits, or lunch. Food is often the heart of recovery spaces!
Materials: Pens, flipcharts, art supplies, or sports equipment.
Step 3: How to Estimate with Confidence There is no perfect way to predict the future, and it is okay to estimate. However, your estimates must be based on solid evidence, not guesses.
Three ways to get accurate numbers:
Get Quotes: Ask suppliers for “no-obligation quotes” for equipment or venue hire. Save these—funders might ask to see them!
Look Back: Did you run a similar project last year? Use those costs as a baseline, but add a percentage for inflation. Prices have risen significantly, so don’t get caught out.
Ask Around: Reach out to advice organisations or other recovery networks. They can often share “common costs” guides or tell you what the going rate is for a sessional worker in your area.
Final Tip: Funders understand that things change. If something unexpected happens later, you can usually ask to move budget lines around. But you don’t want to be asking for more money because your initial math was wrong. Take the time to get it right now.
