How to create a budget for metrics using Google Sheets

This article explains how to create a budget for metrics using Google Sheets and upload it into ScaleXP. Once uploaded, ScaleXP will automatically match your budget to actuals so you can report budget vs actuals across dashboards, reports, and board packs.

Overview of the process

Creating a budget for metrics using Google Sheets follows three essential steps:

1. Create actuals in Google Sheets (even if all values are nil)
2. Generate a budget template and select the metrics
3. Upload the completed budget

ScaleXP uses the structure of your actuals to correctly align and reconcile budgets automatically.

Step 1: Create actuals in Google Sheets

Actuals must exist before a budget can be uploaded - even if the values are zero or blank.

1.1 Download the KPI Google Sheets Template

1. In ScaleXP, navigate to Load Data → Google Sheets → Google Sheets - KPIs
2. Click Create Template
3. Make a copy of the template into your own Google Drive
4. Rename the file so it is easy to recognize later.

1.2 Populate the Sheet Structure

1. Keep columns A - E exactly as provided:
   1. Group
   2. Name
   3. Data type
   4. Increase direction
   5. Aggregation
2. Add monthly columns using YYYY-MM format (for example: 2025-01)
3. Enter actual values (they can be 0 or blank if no data yet)  

Even nil actuals are required - ScaleXP uses this structure to match budgets correctly.

Step 2: Connect the Google sheet to ScaleXP

Once your actuals sheet is ready:

1. Go to Load Data → Google Sheets → Select Google Sheet to connect
2. Choose your Google account if prompted
3. Select the prepared Google Sheet

The data will sync automatically and become available for reporting and budgeting.

Step 3: Generate a budget template

With actuals loaded, you can now create a budget template.

1. Go to Load Data → Budgets & Forecasts
2. Click Load New Budget
3. Select the metrics and categories you want to include (including Google Sheets KPIs)
4. Choose the budget period.

Important

• Turn OFF the Include actuals data toggle if you want a blank budget template
• Leave it ON only if you want historical actuals pre-filled
• Click Generate Template

Step 4: Complete the budget template

1. Open the downloaded template (Excel or Google Sheets).
2. Enter budget values for each metric and month.
3. Save the file once complete.

Important

• Do not change row or column structure
• Use numeric values only (no formulas)
• Ensure months and metric names remain unchanged

Step 5: Upload the budget into ScaleXP

1. Return to Load Data → Budgets & Forecasts.
2. Click Select File and Upload.
3. Review the preview to confirm values are correct.
4. Click Done to complete the upload.

ScaleXP will automatically match the budget to actuals based on the metric structure.

What happens after upload

• Budget vs actual comparisons are immediately available
• Google Sheets metrics can be used across reports, dashboards, and presentations
• You can change figures and add months later with View and Edit — see How to view and edit a budget in ScaleXP

Next steps

• Use your budgeted metrics in KPI reports
• Add budget vs actual views to dashboards
• Export budget charts directly into board packs

For help setting this up, contact the ScaleXP support team or book a setup session.

Related articles

• How to add live metrics through Google Sheets
• How to use data from Google Sheets in your ScaleXP metrics and reporting
• How to add a budget or forecast
• How to view and edit a budget in ScaleXP
• How to add and change budgets for MRR, churn, customer count, and other metrics
• How to add a budget to a consolidated company