The Full Cost Builder

Step 1 Your organisation's yearly core costs

List the costs that support your whole organisation rather than one project. For each one, choose the fairest way to share it out, the way the cost is really used.

Core cost	Per year	Share it by

Step 2 Your whole organisation, and this project

These figures set each project's share. Enter the total for your whole organisation, then the part that belongs to the project you are applying for. You only need the ones your chosen methods use.

Measure	Whole organisation	This project	Project share

Direct project costs per year

Project staff, activities, materials, volunteer expenses. Not overheads.

Length of the grant

Step 3 What does this funder allow?

Funder Pick a funder we have checked, or choose "Another funder" and type its name.

Funder and programme name Used in your draft wording.

Read the funder's own guidance, then pick the rule that matches it best.

A fair share of overheads, worked out by a clear methodThe funder pays its share of your overheads if you show how you calculated it. It may not accept a flat management fee.

Only named overhead costs linked to the projectEach overhead must be its own budget line, such as part of the rent or part of a manager's time. A single line like "10% overheads" is refused.

Overheads up to a set percentageThe funder caps the contribution to core costs.

No overheads at allProject costs only. You will need to cover your share of core costs from somewhere else.

Core costs or unrestricted fundingThe funder will pay towards running your organisation, so you can ask for core costs directly.

This funder will not pay for depreciationMany funders exclude it. Leave this ticked unless the guidance says otherwise.

What to ask for

Fair share of core costs for this project, per year

£0

Direct project costs: £0
Core cost share: £0
Full cost of the project: £0
Core share as % of direct costs: 0%
This funder would pay: £0
Still to cover elsewhere: £0
Total request over 1 year: £0

Budget lines to use

Line	Per year

Draft wording for your budget explanation

Good to know before you apply

The Charity Commission says the full cost of a service includes its direct costs and also the indirect costs, sometimes called overhead, administrative or core costs, that go with it. Charity Commission, CC37, section 8.
Choose a method that reflects how each cost is really used. Rent and heating are usually shared by floor space, and management and IT by staff numbers or time. Sharing by direct costs is simple, but only suits organisations whose overheads are small next to their project costs. NCVO, cost allocation and apportionment and The National Lottery Community Fund, full cost recovery.
Funders differ. Some ask you to calculate overheads on a full cost recovery basis and do not accept a flat management fee. Some will only fund named overhead costs linked to the work. Some set a cap, and some fund core costs outright. Always follow the guidance for the programme you are applying to.
Only ask a funder for its share. Do not include costs another funder is already paying for, contributions to reserves, or costs from before the grant starts.
Keep your workings. Funders may ask how you reached each figure, and a clear method makes your bid easier to trust.

This tool gives general guidance to help you plan a budget. It is not financial advice for your organisation, and it does not replace each funder's own rules. Your figures stay in this browser and are not sent anywhere. Built by Sara Downman-Pardoe, Creating Resilient Communities.

Need a hand with a budget or a bid? Email sara@1234consultancy.com

Creating Resilient Communities, a trading name of Twelve Thirty Four Consultancy Ltd