Project Management Spreadsheet for Google Sheets & Excel

About this spreadsheet

Project software is built for teams with a budget and an admin. If you run a handful of projects on your own or with a small team, a well-built spreadsheet does the job with no monthly fee and no learning curve. This one keeps every project, task, deadline and cost in one file.

You enter each task once, with its project, phase, owner, dates, priority and progress. From that list the spreadsheet builds a Gantt chart for each project, a Kanban board, an Eisenhower matrix that sorts tasks into do, delegate, decide and delete, and monthly and weekly calendars you can print.

Each project also gets a budget: labor, materials and fixed costs, planned against actual, with an expense log. Freelancers can use it as the base of a client quote. You get the Excel file and a link to make your own copy in Google Sheets.

What's inside the spreadsheet

Setup

Set your currency, pick an emoji set for statuses, and name your statuses, Kanban categories, priorities, phases, people and project categories. Tick your working days and list holidays and days off, which the Gantt chart uses to show real working time.

Overall dashboard

Pick a month and see how your projects and tasks stand for that month, with a small calendar and a running list of tasks.

Monthly and weekly calendars

Show tasks or project due dates on a monthly or weekly calendar. Filter by project, by done or not done and by status, and color tasks by priority or by decision. The PDF guide shows how to print them.

Project manager and project overview

List each project with start and end dates, days left, priority, progress, status, owner and category, plus budget, expenses, revenue and profit. The overview tab zooms into one project with its tasks, deadlines and key numbers.

Project budget

For each project, plan labor as hours times an hourly rate, materials as units times a unit price, and fixed costs such as travel, equipment or space. Log expenses as they happen and compare budget with actual cost, task by task.

Variable and recurring tasks

Add one-off tasks with a project, phase, description, status, priority, owner, start and due dates, Kanban category and progress. Tick important or urgent and the decision is filled in for you. Recurring tasks take a frequency and a first date, and the schedule tab lists every occurrence to tick off or adjust.

Task filter

Every task, one-off and recurring, in a single list you can filter by project, status, priority, owner or dates.

Decision matrix

An Eisenhower matrix that sorts tasks into To Do, To Delegate, To Decide and To Delete from the important and urgent checkboxes, filtered by month and project, with a completion count.

Kanban board

Tasks laid out in Backlog, To-Do, In Progress, Review and Done columns. Filter by status, priority, owner, dates or progress, and sort by date or progress. To move a card, change its Kanban category in the task list.

Gantt chart

Choose a project and see each task as a bar across the weeks, grouped by phase, with colors for completed, in progress, delayed, on hold and not started, and markers for today, holidays and days off.

What's included

• Excel file for the Excel desktop app
• Link to make your own copy in Google Sheets (free Google account needed)
• Step-by-step PDF guide to every tab
• Instant digital download, nothing ships

Why people choose it

• Gantt chart built from your task list, with holidays and days off
• Kanban board with Backlog, To-Do, In Progress, Review and Done
• Eisenhower matrix filled in from important and urgent checkboxes
• Project budgets with labor, materials, fixed costs and budget vs actual
• Recurring tasks scheduled automatically for the year

How it works

1. Download

   Buy through secure checkout and download your files straight away. The link is also emailed to you.

2. Set it up

   Enter your statuses, people, project categories, phases, working days and holidays on the setup tab.

3. Add projects and tasks

   List your projects, add tasks under them, and the dashboard, calendars, Gantt chart, Kanban board and matrix update on their own.