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Spend Analysis Spreadsheet

A spend analysis spreadsheet organises your purchasing data by supplier and category so you can see where money goes, how many suppliers serve each category, and where spend is fragmented. This free CSV template gives you a transaction sheet plus a category summary, so you can spot tail spend and consolidation opportunities without specialist software.

You can't manage spend you can't see. A spend analysis groups every transaction by category and supplier, turning a pile of invoices into a clear picture of where cost concentrates and where it leaks. This template gives you the structure to do a first-pass analysis in a spreadsheet.

Download the Spend Analysis Spreadsheet (CSV)

What's inside

• A transaction sheet: date, supplier, category, description, amount and cost centre.
• A category summary: total spend, supplier count and transaction count per category.
• Percentage-of-total columns to rank categories.
• Guidance on what the numbers reveal (tail spend, negotiation opportunities).

How to use it

• Paste one row per invoice or PO line into the transaction sheet.
• Tag each row with a consistent category and cost centre.
• Summarise by category to see spend, supplier and transaction counts.
• Target categories with many small suppliers or high uncontracted spend.

Frequently Asked Questions

What is spend analysis?

Spend analysis is the process of collecting, categorising and reviewing your purchasing data to understand what you buy, from whom and at what cost. It is the starting point for almost every saving initiative — consolidation, negotiation, tail-spend reduction — because it shows where the opportunities actually are.

How do I categorise my spend?

Use a small, consistent set of categories that match how you buy (e.g. MRO, office supplies, IT, packaging, services). Consistency matters more than granularity: the same supplier and item type should always land in the same category so the totals are trustworthy.

What should I look for first?

Two patterns: categories served by many small suppliers (a tail-spend consolidation opportunity) and high-spend categories with no contract (a negotiation opportunity). Both are quick to spot in the category summary and are usually where the fastest savings are.

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