Free Project Portfolio Management Template (Excel)
What's in the free project portfolio template
The Portfolio sheet holds up to 30 projects, one per row: name, status (Not started, On track, At risk, Delayed, Complete), health (Green, Yellow, Red), budget, spent and a manually-entered % complete.
Variance ($) - budget minus spent - calculates automatically for every project the moment you enter numbers. The summary below the table rolls up total portfolio budget and spend, the budget allocated specifically to on-track projects, and how many projects are flagged Red or At risk.
Everything lives on one linked sheet, so a portfolio review doesn't mean opening eight different files.
One workbook instead of eight separate files
Smartsheet's own free library for this exact search ships 8 separate ungated .xlsx files - portfolio summary, scorecard, dashboard, timeline, tracker, budget-tracking, roadmap and status report - each a standalone download with health rated manually, not calculated.
Other free sources gate their fuller templates behind a free-trial signup, and their own documentation admits the files must be manually updated. This template rolls the essentials into one file with automatic budget and health rollups, and no signup required.
How the portfolio rollups calculate
Total portfolio budget and spend are simple sums across every project row. The budget allocated to on-track projects uses SUMIF, matching status against "On track" - so you can see how much of your total spend sits in projects that are actually healthy.
Projects flagged Red or At risk are counted with COUNTIF against the Health and Status columns - a quick portfolio-level pulse check without scrolling through every row.
Who this template is for
PMOs, portfolio managers and team leads juggling more than a handful of projects who want one source of truth for budget, health and status instead of stitching together separate summary and dashboard files.
It's a rollup and tracking tool - for detailed task-level scheduling within a single project, pair it with a dedicated project schedule or Gantt template.
How to use it
- List each project on the Portfolio sheet with status, health, budget and spent.
- Variance calculates automatically as budget minus spent.
- Check the summary for total budget/spend, on-track budget, and Red/At-risk counts.
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Frequently asked questions
Is this one file or several separate downloads?
One file. Project list, budget/spend, variance and portfolio-level health rollups all live on the same linked sheet - unlike competitor libraries that split summary, dashboard, budget and roadmap across separate files.
Does health/status calculate automatically?
Health and Status are entered per project (dropdown), but the portfolio-level rollups - budget on-track, count of Red projects, count of At-risk projects - calculate automatically from those entries.
Can I use this in Google Sheets?
Yes. Upload the downloaded file to Google Drive, then open it and choose File > Save as Google Sheets. Variance and all rollup formulas keep calculating.
How many projects can I track?
Up to 30 projects on the Portfolio sheet. Add more rows and extend the formulas following the same pattern if you need more.
Does this replace detailed task-level project scheduling?
No. This is a portfolio-level rollup (budget, health, status across projects), not a task-by-task Gantt schedule - pair it with a dedicated schedule template for that.
What's the usage license?
Personal use or use within one business. It's not meant to be resold or redistributed as a template product.