Annual Budgets

Instructions: #

1. Annual Budgets are due by December 15 every year. These are budgets for the coming year and will provide you and Devxchange a basis for reporting against, setting fund raising goals for the year, and helping Devxchange in setting their annual budget.
2. Download and Complete Annual Budget and Planning Form
3. Upload completed budget and planning form using the “Submit” Button

Forms

Video Tutorial #

Written Tutorial #

🧾 What to Include on the Form

Project Information #

At the top of the form, complete the following fields:

• Project Name
• Country of Operation
• Project Lead Volunteer Name
• Project Start Date (the date Devxchange first approved the project)
• End Date (if applicable; otherwise, write ongoing)

This identifies the project and ensures the budget connects correctly to the corresponding Devxchange account.

💰 Finance Section: Income and Expenses #

Work closely with the grantee to ensure all financial information is realistic, clearly explained, and fully documented.

Income #

1. Ending Balance of Previous Year:
   Indicate the amount remaining in the project fund as of December 31 (e.g., for 2026, show the 2025 year-end balance).
2. Expected Income from Devxchange:
   Estimate the funds that will be transferred through Devxchange during the coming year.
3. Additional Contributions:
   If there is local income or support from other funders, list those contributions and describe their purpose.
   This ensures Devxchange understands all funding sources contributing to the planned activities.

Expenses #

List all planned expenses as budget categories in the template.
These categories become the categories used later in the shared Accounting Module, so make sure the grantee plans them carefully.

➡️ Each receipt and transaction throughout the year must correspond to one of these approved categories.

Typical categories include:

• Program Materials / Supplies
• Training / Workshops
• Equipment
• Travel
• Administration / Reporting

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📆 Activity Planning by Quarter #

The Activity Section helps break down planned activities into quarters (Q1–Q4).
Work with your grantee to identify:

• The category of activity (e.g., training, materials, equipment)
• The anticipated start date
• The estimated cost for that activity in each quarter

This ensures both Devxchange and the grantee are aligned on timing, spending, and project milestones.

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📈 Fundraising Plans #

Use this section to outline how the project will be funded during the year.
Include:

• Planned fundraising activities (e.g., donor campaigns, events, online appeals)
• Expected timing of each activity
• Estimated revenue from each

This information allows Devxchange to plan for incoming funds and ensure that all fundraising activities meet organizational and CRA requirements.

📤 Submitting the Form #

Once the form has been completed and reviewed by you:

Click Submit Annual Budget.

A SmartSheet submission form will open — confirm the project information and upload the completed budget file.

You’ll receive a confirmation once it has been received successfully.

If you or the grantee have questions, contact the Devxchange Team through your project’s Slack channel for guidance.