Procurement savings tracker Excel template
A free tracking spreadsheet, ready to fill in, no sign-up
By Alexandre Lio, founder of The Procurementor, ex-Amazon EMEA and ex-Cellnex
Last updated:
This free Excel template tracks the procurement savings of a small team: one sheet for initiatives, one for savings lines, with in-year impact and run-rate calculated. It downloads with no sign-up and contains no macros.
Its columns are those of the Procurementor Savings Tracker import. The day the spreadsheet is no longer enough, your initiatives import as they are. The application interface is in French; the import accepts these English column names.
Download the template
- Procurement savings tracker template (.xlsx)
An Excel workbook of five sheets, with three example rows to replace.
- Initiatives import file (.csv)
The “Initiatives” sheet alone, in the format the tool's import expects.
What the file contains
| Sheet | What it is for | Columns |
|---|---|---|
| How to use | The entry rules in five lines | Not applicable |
| Initiatives | One row per savings initiative | title, category, team, target, currency, supplier, description |
| Savings | One row per saving, with its calculations | initiative, type, cadence, amount, currency, effective date, months, in-year impact, full-year run-rate, status, baseline, evidence |
| Categories | Your list of procurement categories | name, definition, sort_order |
| Suppliers | Your list of suppliers | name, code |
How to fill it in
- Create one row per initiative in the “Initiatives” sheet. Title, category and team are required; the target is the saving you are aiming for.
- In the “Savings” sheet, create one row per saving obtained and pick its type: hard saving or cost avoidance.
- Pick the cadence. For a recurring saving, enter the monthly amount; for a one-time saving, the total amount.
- Enter the effective date: the first month the new price applies.
- Enter the year you track in cell B1. In-year impact and run-rate calculate themselves.
- Leave the “status” column to finance: “Claimed” by default, then “Validated” or “Rejected”.
The two calculations in the template
The file applies the rules of the procurement savings methodology. The three example rows give, for 2026:
| Example row | Entry | In-year impact 2026 | Full-year run-rate |
|---|---|---|---|
| Packaging renegotiation | €2,500 a month from 1 September | €10,000 | €30,000 |
| IT maintenance: increase limited | €250 a month from 1 September | €1,000 | €3,000 |
| Year-end transport rebate | €18,000 in November, one-time | €18,000 | €0 |
In-year impact counts the months of the year covered from the effective date, over a twelve-month horizon by default. Run-rate multiplies the monthly amount by twelve; a one-time saving has none. The detail is in recurring vs one-time savings.
What a spreadsheet will not do
A well-built template settles the calculation. It does not settle trust:
- The baseline is still a cell anyone can change, with no trace. See why a savings baseline must lock.
- The “status” column can be filled in by the buyer: nothing reserves validation for finance.
- There is no history: no way to tell who changed what, and when.
- Currencies are not converted: the template adds up amounts entered in a single currency.
For a team of two or three buyers starting out, it is a good first step. When finance starts asking questions about the numbers, it is time to move to a tool that enforces these rules itself.
Importing the file into Procurementor Savings Tracker
The tool imports initiatives from a CSV file whose columns are those of the “Initiatives” sheet: title, category and team are required; target, currency, supplier and description are optional. One import accepts up to 500 rows. Teams must exist in the tool before the import, under the same name. The category and supplier lists import the same way.
Savings lines are then entered in the tool, on each initiative: that is when the baseline locks and finance validation begins.
Frequently asked questions
Is the template really free?
Yes. The download is direct, with no sign-up and no email address, and the file contains no macros.
How do you calculate in-year savings in Excel?
Multiply the monthly amount by the number of months of the year covered from the effective date. The template does it in the “in-year impact” column, from the year entered in B1.
Can it track several currencies?
The template has a currency column, but it does not convert amounts. For consolidated reporting across currencies, you need a tool that converts each line at the rate of its date.
Can the file be imported into Procurementor Savings Tracker?
Yes for initiatives, categories and suppliers, from a CSV export of each sheet. Savings lines are then entered in the tool.