Building Management (part 5 of 7)


Tracking utility expenses on Excel

  • Monitoring expenses is a critical component of facilities administration. Use Excel to record, track, and analyze expenses for some specific areas such as HVAC and utilities spending.
  • After several years, tracking this spending will greatly help in the budgeting process.
  • These spreadsheets can also answer questions about why and how much exactly the church is spending money on HVAC and utilities.
  • HVAC spending should be tracked by creating rows for each piece of equipment and columns for the cost of each service call.
    • Other details such as the date and description of the service call can be entered as a comment in each cell.
    • Over a period of years you can see how much each piece of equipment costs in ongoing maintenance and whether that piece should be replaced or continually repaired.
  • Utilities tracking will have a row for every meter or bill for each service provider such as electricity, water, sewer, telephone, natural gas, garbage, internet, cell phones, etc.
    • Other details such as the kWh, cubic meters of water, and other measurements of use can be tracked as a comment in each cell.
    • Over a period of years excessive use or decline can be tracked and even graphed for better viewing. Sometimes this tracking will pinpoint a leak in a water pipe.


Lead On!