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Fundraiser Expense Worksheet Calculator

Fundraiser Expense Worksheet Calculator

How to help sellers understand the money

Most elementary school students sell simply because they’re excited about winning prizes. On the other hand, older students are better able to comprehend and appreciate why sales goals are necessary and what it’s going to take to reach them.

An argument can be made that if they have a greater understanding of what has to be done in order to reach a specific fundraising goal; they may be more apt to participate and work harder.

In other words, they'll take more ownership in selling because they understand what it’s going to take to achieve their objective.

The fundraiser expense worksheet calculator gives your students an active role in determining how many brochure items need to be sold in order to cover their expenses.

Add Up Your Expenses

Under expenses, in the expense items column, write down what it is that needs to be paid for. This is the purpose for your fundraiser. For example, if you are a cheerleader group you may be raising money for:

  • Camp
  • Camp Outfits
  • Uniforms
  • Travel
  • Equipment

Below the cost column, put in how much each thing is going to cost. If you’re raising money for more than one thing, make sure to add up the amounts and put the total in the total amount space.

Calculate How Many Items

On the right hand side, divide your total amount by 5. The average profit for each item sold out of a brochure is about $5. So if you need to raise $100, you’ll need to sell 20 items:

Total Items Needed = Dollar Amount Needed ÷ 5

Success Team Members

Effective sellers never go it alone. They’re good at asking other people they know to help them sell. Under success team members, right down your name and 4 other names of people you feel confident can help you sell. For example, you can ask your parents, older brother or sister, aunt and a close family friend. Below the items column to the right, write down the number of items that you’ll commit to selling, and the number of items that you plan to ask the 4 other people to sell. In our example above you could sell 4 items while asking 4 others to sell 4 as well. If successful, your team will have met your 20 item goal.

Additional Tips

  • You can also use this worksheet to calculate each student’s fair share goal.
  • Make copies of the worksheet and have your students fill this out at your kickoff meeting.
  • Offer an additional incentive and tie it into your students reaching the item goal. For example:
    • Everyone who reaches the goal will get their name placed in a grand prize drawing. For every 5 additional items sold, their name will be added again.
    • The first student to reach the goal and turn in their completed worksheet along with their order form and money envelope wins _______________.
    • Make sure to have your students write in what the additional incentive is on the worksheet.
  • Before turning in their worksheet, make sure students write in the item amount they ended up selling in the total items sold box.

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What Our Customers Say


The delivery and distribution of products was quick and easy! The entire fundraising process was extremely organized! Quick response to all questions! Kick-off was a blast! The kids were so excited!

Kari Smith
PTA President
Rodriguez Elementary

I enjoyed participating in this fundraising event; least effort we have had to put forth.

Angie Ramirez
Kostoryz Elementary

Big Fundraising Ideas did an exceptional job with our fundraiser. The overall service that we received was very good. The children and parents were very excited about the prize incentives. Big Fundraising ideas was excellent and I will definitely recommend them to others.

Deborah A. Morales
PTO President
Ed Downs Elementary

It was a great experience and great products. The overall service that we received from Big Fundraising Ideas was very good.

Chanda Goff
Dance Committee Sponsor
The Colony Education Center

Big Fundraising Ideas provides an excellent product and excellent service. The individuals who delivered the cookie dough were very helpful as well. I would definitely recommend them to other schools considering a fundraiser.

Misty Upton
PTA Secretary
Stricklin Elementary

Big Fundraising Ideas provides exceptional service! Anything that was missing or damaged also had a quick turnaround. Great job!

Mary Salas
Rio Hondo Intermediate

I got immediate answers via email to all my questions. The orders were packaged separately by seller which was a great help. There was only one item missing from one box. Overall I was very pleased.

Karen Meredith
BPA Sponsor/Teacher
Waller High School

The overall service that Big Fundraising Ideas provided was very good and they were also helpful when we needed them. In addition, product quality was good.

Janice Rudd
Pinecrest School

We have always had a great experience with this sale from your end of the deal. Big Fundraising Ideas always works with us no matter what the issue is. They are excellent. They stay on top of things and are very helpful. Their reply/correspondence time is outstanding.

Betty Hinkle
A/P and Fundraising
St. Mary's Charter School

Big Fundraising Ideas was very helpful as the student sales reports were excellent and done for you! It was a great money maker with little work involved!

Laurie Cisneros
PTA President
Noonan Elementary

The fundraiser went extremely well. From my perspective I had very little leg work to do. Collecting and mailing was all and when the product arrived it was very well organized into the individual classes. I think it went very well and will look forward to running it again next year.

Ginny Johnson
Pool Manager/Fundraising Coordinator
Ninilchik School

Our experience with y'all has been fantastic!!! Everyone in the office has been so helpful, especially with our endless questions! We really loved that the products came in already boxed with the students name, teacher and grade on a label! You have no idea how much stress that took off! That is always one of the biggest hassles!

Thank you so much for making this the most stress free fundraiser ever! We look forward to working with you again!

Marilee Howard
PTO Vice President
Gresham Elementary

The overall service that we received from Big Fundraising Ideas was very good. Product quality was also very good while the prize incentives were excellent. Big Fundraising Ideas was very good and I will recommend them to others. Great job!

Misty Brannan
F.W. Gross Montessori

Our Big Event School Fundraiser ran smoothly from beginning to end. The overall service that we received was exceptional and I have already referred you to another school in our district.

Rick Gutierrez
Petronila Elementary

The overall service that we received from Big Fundraising Ideas was exceptional! I would definitely use Big Fundraising Ideas for our future fundraiser!

Marry Jo Torres
PTA Secretary
Fannin Elementary