Build a grant budget from activities, not a target amount
A useful grant budget explains how the project will be delivered. It starts with the work required, then connects that work to quantities and costs. Starting with the maximum award and filling the table backwards makes the budget harder to defend.
Map activities to resources
List each activity and the resources it needs: staff time, specialist work, materials, travel, equipment or other relevant inputs. Name the result each cost supports. If the team cannot explain the link, reconsider the activity or the cost.
Show the calculation
Use a clear unit, quantity and unit cost. “Workshop delivery” is less informative than a calculation showing the number of sessions and the inputs for each session. Keep assumptions consistent across the budget and project narrative.
Separate project cost from eligible cost
A real project cost may not be reimbursable under a particular call. Read its rules before treating a line as eligible. Check treatment of taxes, indirect costs, equipment, contributions and procurement rather than assuming that another funder’s approach applies.
Keep evidence with assumptions
Record the basis for significant estimates: a supplier quotation, an established pay rate or another documented calculation. Add the date and owner of each assumption. If a quote expires, the team should know which figure needs review.
Plan the flow of cash
Build a separate view of when expenses occur and when funding is expected. An approved budget does not automatically provide cash before each expense. Identify the source of any required contribution and check that the organisation can deliver without relying on uncertain income.
Review the budget with the narrative
Compare activity counts, participant numbers, milestones, staff roles and dates. Confirm that revisions in one document are reflected in the others. For example, if the number of workshops changes, review the related travel, venue and staff assumptions too.
Use one final owner
Assign a person to consolidate the final version, check formulas and confirm the submitted budget matches the narrative. Keep a version record so reviewers and partners discuss the same numbers.
Synergy Development Consulting can review the connection between a draft application, call requirements and budget. Bring the call documents and your current draft to the initial discussion. A review helps improve the application; it does not guarantee a funding award.
