Enter your total budget and get a line-by-line starting point based on what similar nonprofits report spending on their Form 990s. Then take it to Excel.
For nonprofits with $1M–$5M in revenue, salaries, benefits and payroll taxes are about 43% of expenses. Facilities and operations add about 12%, and professional fees about 7%.
of expenses go to salaries, benefits and payroll taxes at $1M–$5M nonprofits.
| Expense line | Typical share | Your budget | Peers, middle half |
|---|---|---|---|
| People | 42.8% | $642,150 | |
| Salaries and wages | 36.9% | $552,900 | 14.0%–52.0% |
| Retirement contributions | 0.5% | $7,650 | 0.0%–0.6% |
| Health and other benefits | 2.7% | $40,200 | 0.0%–4.2% |
| Payroll taxes | 2.8% | $41,400 | 0.4%–4.1% |
| Grants and direct aid | 12.0% | $180,450 | |
| Grants and assistance | 12.0% | $180,450 | 0.0%–3.0% |
| Professional fees | 7.4% | $111,300 | |
| Accounting and audit | 1.2% | $18,150 | 0.1%–1.6% |
| Legal | 0.3% | $5,100 | 0.0%–0.2% |
| Management and consulting | 0.7% | $10,200 | Most report none |
| Fundraising consultants | 0.0% | $0 | Most report none |
| Other contracted services | 5.2% | $77,850 | 0.0%–6.0% |
| Facilities and operations | 12.1% | $181,650 | |
| Rent and occupancy | 4.4% | $65,850 | 0.0%–5.8% |
| Office expenses | 1.8% | $26,850 | 0.2%–2.4% |
| Information technology | 0.7% | $9,750 | 0.0%–0.9% |
| Insurance | 1.5% | $23,100 | 0.2%–2.0% |
| Depreciation | 3.2% | $47,550 | 0.0%–3.9% |
| Interest | 0.6% | $8,550 | 0.0%–0.1% |
| Payments to affiliates and royalties | 0.0% | $0 | Most report none |
| Outreach and travel | 3.0% | $45,600 | |
| Advertising and promotion | 0.9% | $12,900 | 0.0%–0.8% |
| Travel | 1.1% | $16,650 | 0.0%–1.3% |
| Conferences and meetings | 1.1% | $16,050 | 0.0%–0.4% |
| Other | 22.6% | $338,700 | |
| Program supplies and other expenses | 22.6% | $338,700 | 4.2%–29.5% |
| Total | 100% | $1,500,000 |
"Peers, middle half" is the range where the middle 50% of similar nonprofits fall (25th to 75th percentile). Typical shares are averages across the peer group, each line capped at the 95th percentile, scaled to 100%. A starting point, not a target.
Source: IRS Form 990 e-filings, latest filing per nonprofit (mostly fiscal 2024 and 2025). Analysis: Thrive Benefits Group.
A free review of what payroll and benefits cost you, next to nonprofits your size.
Start from last year's actual spending, estimate revenue by source, budget staff costs first (salaries, benefits and payroll taxes), then add operations, fees and a reserve line, and have the board approve it.
For nonprofits with $1M–$5M in revenue, people costs are about 43% of expenses, facilities and operations about 12%, and professional fees about 7%, according to their Form 990s.
There is no required percentage. Among $1M–$5M nonprofits, salaries and wages are about 37% of expenses, with a wide middle range because grantmakers and service providers spend very differently.
Revenue by source; staff costs including benefits and payroll taxes; programs and direct aid; professional fees such as the audit; facilities, insurance and technology; fundraising; and a contingency or reserve line.
Yes. Pick your type and size, enter your total, and copy the table into Excel or Google Sheets. No email needed.