Comprehensive Budget & Inventory Management Excel System

Project Brief: All-in-One Budget & Business Workbook (Excel + System Build)
1) What I Need
I need an Excel expert to help me build a clear, easy system. It will start with my household budget, then grow into my business and nonprofit budgets, plus inventory and shipping tools.
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2) Part A — Household Budget (Phase 1)
Must Have:
• One tab per month (Jan–Dec).
• An Overall Year tab that shows:
o Budget vs. Actual with graphs.
o Income, spending, and difference.
• An Expenses by Month tab:
o Each bill listed by row.
o Monthly columns side by side.
o Running totals and color-coded alerts when a bill is higher than the month before.
• A Legend tab that explains color codes.
• “Income vs Needs” view (what I must make vs. what I actually bring in vs. the shortfall).
• Handle both 4- and 5-week months (for food/gas) and cold vs. warm months (for gas).
• Tithing auto-calculated at 10%.
• Print-friendly layout.
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3) Part B — Ideas to Add
• A Bills Calendar to show due dates.
• Late/Unpaid bill tracker.
• Notes column (to explain changes).
• Receipt links (click a cell to open the receipt in a cloud folder).
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4) Part C — Skills Needed
• Excel formulas: SUMIFS, XLOOKUP, CONCATENATE, conditional formatting.
• Charts & dashboards.
• (Bonus) Power Query, VBA buttons.
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5) Part D — Business Build-Out (Phase 2)
For Quality Service Professionals:
• Inventory management (SKUs, size, colors, reorder points).
• Pick tickets for orders.
• Barcodes (Code128 or similar).
• Shipping link — I use Pirate Ship, but I’m open to better tools for this build.
• Business budget tied to sales/expenses.
• Profit & Loss report: Monthly, Quarterly, Yearly.
• Planning Calendar: monthly goals and how to meet/exceed budget.
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6) Part E — Nonprofit Budget (Phase 3)
For Quality Service Professionals CDC Inc.:
• Program budgets.
• Restricted vs. unrestricted funds.
• Grant budgets vs. actuals.
• Monthly reporting for funders.
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7) Part F — Storage & Access
I need to open files from anywhere. Options:
• Cloud storage (OneDrive or SharePoint) with auto-backup and sync.
• OR our own local network/server since embroidery files can get very large and cloud storage might fill fast.
• Must allow easy file sharing and auto-backups.
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8) Part G — Everything Talking Together (Phase 4)
Eventually, I want one system where:
• Budgets connect to website orders.
• Inventory connects to barcodes + shipping.
• I can upload and store receipts (like Neat Desk or QuickBooks, but inside my system).
• If Excel can’t handle it all, I’d like a low-cost stack (SharePoint + Power Automate, or Google Drive + AppSheet).
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9) Deliverables
• Finished Excel workbook(s).
• Simple How-To Guide with screenshots.
• Clear Color Code Legend.
• (Optional) 1–2 Loom videos walking me through.
• 30 days of light support.
• Would you be available for IT support; if so what would you charge me to trouble shoot
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10) What I’ll Provide
• My current budget file.
• List of bills and due dates.
• Info on warm/cold months, food/gas patterns.
• Detailed information for manufacturers, digitizers, example of what pick tickets are to look like etc.
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11) Timeline & Cost
• I would like to see the full system live by January 1, 2026.
• Please include:
1. How long you expect each phase to take.
2. Your total estimated cost.
3. Your hourly/fixed price for Phase 1.
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Success Looks Like
• I can type in numbers → the workbook shows me the truth.
• I can see if I’m over/under budget right away.
• I can tell when bills jump month to month.
• I get clear Profit & Loss reports for my business.
• I can set monthly goals and track progress.
• Everything is in one place instead of paying for 5–6 different apps.
• A robust and complete inventory management system where you can run everything, have tax strategies for particular like of business so that you are getting every saving possible for your business; goal is to pay as less taxes as possible