Free resource
Student org merch budget template
A simple spreadsheet for planning your club's next apparel order — quantities, decoration, shipping, and the per-member cost your exec board signs off on. Prices come from your own free quote, so the numbers are always real.
Plan the order your officers will actually approve
Ordering merch for a student organization almost always comes down to one number: the cost per member. Whether the club is fronting the run, collecting dues, or selling shirts to break even, your treasurer and exec board want to see that figure before they vote — and they want to see how it moves when you change the quantity or add a hoodie to the mix.
This free template does that math for you. It's a plain spreadsheet — open it in Excel, Google Sheets, or Numbers — with a row for each item, a column for quantity and price, and formulas that roll everything up into a line total, a grand total, and a per-member cost. The price cells ship blank on purpose: you fill them in from your own free quote, so the budget reflects real, delivered numbers instead of a guess.
A quick note on how our pricing works, so the columns make sense: the per-unit price drops as your quantity rises, our minimum is 50 units per item, and our quoted prices are delivered — standard US shipping is already included, so the Shipping column is usually just $0. Everything is confirmed in a free, itemized quote before your club commits a dollar.
Download the budget template
CSV — opens in Excel, Google Sheets, or Numbers. No email required.
Download the templateWhat's in each column
Seven columns, most of which fill themselves once you add a quantity and a price.
Item
What you're ordering — tees, hoodies, quarter-zips, totes, or your own line item.
Quantity
How many of each. Remember the 50-unit minimum per item when you plan.
Per-unit price
Left blank on purpose — you fill this from your free quote.
Decoration / setup
Any one-time setup or premium-decoration line your quote calls out.
Shipping
Usually zero — our delivered pricing already includes standard US shipping.
Line total
Auto-calculates once you enter a quantity and price.
Per-member cost
Divides the total by your member count — the number officers actually vote on.
How to use it, start to sign-off
- 1Download the template and add your member or recipient headcount at the top.
- 2List the items your club wants — the sheet starts you with the most common ones.
- 3Request a free quote and drop the real per-unit prices into the blank cells.
- 4The line totals, grand total, and per-member cost fill in automatically.
- 5Share the finished sheet with your exec board or advisor for sign-off.
The whole point of the officer-approval flow is that nobody has to take a number on faith. The template shows exactly where every dollar goes, and because the prices come from your quote, the board is approving a real budget — not an estimate. New to ordering for a club? Our guide to ordering merch for a student organization walks through the rest, and the student organization merch page covers the products clubs order most.
- Prices stay blank until you add them from a real quote — no guesswork baked in.
- Per-member cost updates the moment you change a quantity or headcount.
- Delivered pricing means the shipping column is usually zero.
Ready to fill in the real numbers?
Send us your club's items and quantities and we'll come back with a free, itemized quote — the exact per-unit prices to drop into your template.
Instant mockup · Quote in 12h · Nothing's made until you approve