Optimize procurement costs and track spending across suppliers with comprehensive analysis tools
✓ Free to download · ✓ Excel 2016+ and Google Sheets · ✓ Custom version in 24h
Procurement budgets are usually tracked against committed spend, not invoiced spend, and the gap between the two is where overruns hide. This template tracks both.
The actual columns, with sample rows
| A | B | C | D | E | F | G |
|---|---|---|---|---|---|---|
| 1 | Category | Budget | Committed | Invoiced | Remaining | % committed |
| 2 | Raw materials | 480,000 | 412,700 | 388,200 | 67,300 | 86.0% |
| 3 | Packaging | 94,000 | 88,400 | 61,000 | 5,600 | 94.0% |
| 4 | Logistics | 156,000 | 121,300 | 121,300 | 34,700 | 77.8% |
| 5 | Tooling | 60,000 | 72,500 | 48,000 | -12,500 | 120.8% |
Why each one is written the way it is
=[@Budget]-[@Committed]
Remaining budget against commitments, not invoices. Purchase orders raised but not yet billed are already spent — treating them as available is how budgets get overrun.
=SUMIFS(PO[Value],PO[Category],[@Category],PO[Status],"<>Cancelled")
Committed value from the purchase-order sheet, excluding cancellations.
=IF([@Budget]=0,"",[@Committed]/[@Budget])
Commitment ratio. Above 90% before the period is 90% elapsed is the early-warning signal.
=[@Committed]-[@Invoiced]
Open commitment — work ordered and not yet billed. A large and ageing figure here usually means receipting is not being done.
A worked example with real numbers
A manufacturer tracked procurement against invoices and reported tooling at 80% of budget in September. Adding committed spend showed 121%: two purchase orders raised in July had not been invoiced. Nothing could be undone, but the same view stopped it recurring — and made the case for an approval threshold on commitments rather than on invoices.
Tab by tab
| Tab | Contents |
|---|---|
| Budget | Category budgets with commitment and invoice tracking. |
| POs | Purchase orders with value, status and expected date. |
| Invoices | Received invoices matched to POs. |
| Suppliers | Supplier reference with terms. |
| README | Committed versus invoiced, and why the difference matters. |
What is included, and what to look at next
Specific to this workbook, not generic
Committed is money you have promised — a raised purchase order. Invoiced is money you have been billed for. Managing against invoices means you find out about an overrun after it is irreversible.
Record the receipt against the PO line and let the open commitment reduce accordingly. Closing the whole PO on a partial receipt is the most common source of phantom availability.
No — mark them cancelled. The commitment formula excludes them, and keeping the row preserves the record of what was ordered and reversed.
"This procurement budget template has transformed how we manage our spending. We've identified significant savings opportunities and improved our supplier negotiations."