Nonprofit Budget Calculator
One Calculation, Three Views of the Same Budget
A nonprofit budget succeeds or fails on two questions at once: does revenue cover expenses, and is spending allocated the way the mission and donors expect? This calculator answers both from the same set of inputs — computing the bottom-line surplus or deficit and, in the same pass, breaking total expenses into their program, administrative, and fundraising shares.
The Formula
Net = Total Revenue − Total Expenses
The expense breakdown percentages are each category's share of total expenses — the same figures that feed directly into program expense ratio and overhead ratio calculations.
Where This Calculation Matters
- Board budget approval — presenting projected net position alongside the expense breakdown gives the board both the bottom line and the spending mix in one view.
- Mid-year budget checks — recalculating with year-to-date actuals catches a drifting deficit or an overhead ratio creeping upward before year-end.
- Scenario planning — testing how a proposed new program expense, or a projected revenue shortfall, would shift the organization from surplus to deficit.
- Funder and audit reporting — many funders expect the same program/admin/fundraising breakdown this calculator produces as part of standard financial reporting.
A $1,000,000 budget split into $650,000 program, $200,000 administrative, and $150,000 fundraising expense.
How to Use This Calculator
- Enter total revenue in dollars.
- Enter program expenses in dollars.
- Enter administrative expenses in dollars.
- Enter fundraising expenses in dollars.
- Select Calculate to get the net surplus or deficit and the full expense breakdown by category.
Related Calculations
Drill into either half of the expense side with the Program Expense Ratio Calculator or the Nonprofit Overhead Ratio Calculator.