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Smartsheet Project Budget Report

Identify which Smartsheet tasks are over or under budget on this color-coded Gantt chart.

If you use Smartsheet to manage your projects and track costs, OnePager can quickly show you which tasks are on budget and which are not.

Project budget report created in OnePager from a Smartsheet project.

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Follow the steps below to see how easy it is to build a project budget report in OnePager using your project data from Smartsheet. If you don’t already have OnePager, you can download a 15-day free trial to see how it works.

  1. In Smartsheet, we have a project with a column for the budgeted cost, the actual cost, and the variance in cost between budget vs. actual:

    Smartsheet project showing Budget, Actual Cost, and Cost Variance

  2. Launch OnePager using the desktop icon:

    Launch OnePager

  3. On the Start screen, click NEW to start building a new OnePager chart from Smartsheet:

    Create a new chart in OnePager from Smartsheet

  4. To connect OnePager to Smartsheet, go to Select > Browse Smartsheet

    OnePager can browse your existing Smartsheet projects

    If you haven't connected to Smartsheet through OnePager in the past, Smartsheet will ask you to confirm your username and password.

  5. Select the Smartsheet project that you want to import into OnePager, and click OK

    OnePager can browse your existing Smartsheet projects

    If you haven't connected to Smartsheet through OnePager in the past, Smartsheet will ask you to confirm your username and password.

  6. Give your report a name, and decide whether you want to select all of the rows from Smartsheet, or just a few.

    Filter Smartsheet rows before importing into a OnePager Gantt chart

    In this example, our Smartsheet project is pretty small, so we will import all of the rows from Smartsheet. If your project is larger, you can use a checkbox field to decide which Smartsheet rows to include, and which to exclude.

  7. Click Next and then Create New Chart. OnePager will import your project from Smartsheet and give you a Gantt chart that initially looks something like this:

    OnePager Gantt chart imported from Smartsheet.

  8. Our next step is to show the three budget columns from Smartsheet in our report. To do this, go to Home > Chart Properties > Rows/Swimlanes. For each of the three cost columns, turn on a Text Column in OnePager and format it to show currency:

    OnePager can display budget and cost information from Smartsheet.

  9. Click OK, and OnePager will import your cost information from Smartsheet so that it displays like this:

    OnePager Gantt chart displaying cost and budget information from Smartsheet.

  10. The final step is to use conditional formatting to color-code the chart so that tasks are red when over budget and green when under budget. To do this, go to Home > Chart Properties > Task Bars and click the Manage Rules button. Here, we've set up a few rules that look at the Cost Variance field as the basis for color in the Gantt chart:

    Conditional formatting can apply color to a Gantt chart based on whether a task is over or under budget.

    When the task is over budget, we'll color it red. When the task is on or under budget, we'll color it green. We also have a rule that assigns a different font and bar size to parent rows from Smartsheet.

  11. Once the conditional formatting rules are applied and legend turned on, the final budget report looks like this:

    Project budget report built in OnePager using a project from Smartsheet

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