Project · Operations, Finance & HR
Full-cost budgeting for nonprofits
Part of our operations, finance & hr support. Work on it with a coach, practitioner or cohort — and keep the result.
No credit card required · you own & control your data
You’ll walk away with
Full-cost program budgets
Indirect cost rate
Talking points for funders
- Typical length
- 6–10 weeks
- Who’s involved
- executive director (ED) and finance lead or bookkeeper, with program managers for staff time estimates; about 2–3 hours a week
Overview
What is a full-cost budgeting project?
Full-cost budgeting shows what each program truly costs, including its share of rent, finance, technology and leadership time. When it’s done, you know your indirect cost rate and can ask funders for what programs really need. You can also see which programs your other income is covering.
Steps
How does a full-cost budgeting project usually run?
01
Sort your costs
Split expenses into direct program costs and shared costs.
02
Share costs fairly
Divide shared costs across programs using staff time, space or another clear method.
03
Find your rate
Calculate your indirect cost rate and compare it to what your funders allow.
04
Prepare the case
Write short talking points that explain your numbers in proposals and funder meetings.
Signs you need this
When does a nonprofit need a full-cost budgeting project?
The most common sign a nonprofit needs a full-cost budgeting project is “Grants don’t cover what programs really cost.” — here are the others to look for.
- Grants don’t cover what programs really cost.
- Overhead feels like a dirty word.
- You’re growing but always short.
Delivery
How does Resilia deliver a full-cost budgeting project?
Practitioner: a finance practitioner works with your team, and the results are saved to your living record.
Practitioner time is scoped with you — or free to you if your funder sponsors it.
Example
What does a finished full-cost budgeting look like?
For example, a $1M workforce nonprofit might learn that a job-training program budgeted at $200K actually costs $265K once shared costs are counted. It could use that number in its next renewal request, with a one-page explanation for the program officer.
Pitfalls
What are common mistakes to avoid?
- Using a borrowed overhead percentage instead of your own numbers.
- Leaving out donated space or services you would have to pay for if they went away.
- Building full-cost budgets but never using them in a grant request.
Related
What is a full-cost budgeting project often paired with?
FAQ
Frequently asked questions
Will funders accept full-cost budgets?
More and more do, especially trust-based funders. Clear numbers make the case.
How long does a full-cost budgeting project take?
Typically 6–10 weeks. ED and finance lead or bookkeeper, with program managers for staff time estimates; about 2–3 hours a week.
How much does a full-cost budgeting project cost?
Practitioner time is scoped with you — or free to you if your funder sponsors it.
Who does the work on a full-cost budgeting project?
A finance practitioner works with your team; results are saved to your living record.
Can we start a full-cost budgeting project for free?
Yes. Start self-service for free in your workspace, then add a coach, practitioner or cohort when you’re ready — or ask your funder to sponsor it.
Can our funder pay for this?
Often, yes. Here’s how to ask.
Start this project.
I run a nonprofit
Start in your free workspace — no funder needed.
Start this projectNo credit card required · you own & control your data
Advise nonprofits? See how consultants work with Resilia.