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Templates · Business & strategy

Free Business Case Template with Cost-Benefit Summary (Sheets, Excel, PDF)

A business case template helps you justify an investment by comparing options, their costs, benefits and risks, and making a clear recommendation backed by numbers.

Written byProject management editorial team
  • Published
  • Google Sheets · Excel · PDF
business case template

Free download · no sign-up

Get the business case template

Pick your level and format: Google Sheets, Excel or a print-ready PDF. Spreadsheets include dropdowns, formulas and sample rows you can overwrite.

Beginner

Essential columns only, one tab. Quick to fill in.

1 tab · 3 columns

GSheetsXExcelPPDF
AdvancedMost popular

The full template with every tab, dropdowns and formulas.

2 tabs · 3 columns

GSheetsXExcelPPDF
Expert

Adds instructions and revision history.

2 data tabs + instructions and revision history

GSheetsXExcelPPDF

Business Case Template preview

Business case
SectionGuidanceYour content
Executive summaryRecommendation and headline numbers.
Background and problemWhat needs to change and why now.
ObjectivesWhat success looks like.
Options consideredIncluding 'do nothing'.
Recommended optionWhy it is best.
Costs and benefitsSee the Financials tab.

Sample rows are examples: replace them with your own.

What's included

  • Ten-section business case outline
  • Financials with net benefit, cumulative net and ROI
  • Business case: Section, Guidance, Your content
  • Financials: Item, Year 0, Year 1, Year 2, Year 3, Total

How to use the business case template

  1. Describe the problem and objectives.
  2. List options, always including 'do nothing'.
  3. Estimate costs and benefits on the Financials tab; ROI and cumulative net calculate automatically.
  4. Assess risks and choose the recommended option.
  5. Write the summary and present it to the decision-makers.

Tips for getting the most from it

  • Be conservative with benefits.
  • Show when the investment pays back.
  • Use net present value for longer projects.
  • Revisit the case at each stage gate.

Learn more

Frequently asked questions

What is a business case template?

A business case template is a structure for justifying an investment by comparing options, costs, benefits, risks and a recommendation.

Is this business case template free?

Yes. The business case template is free in Google Sheets, Excel and PDF.

What should a business case template include?

Summary, problem, objectives, options, recommended option, costs and benefits, risks, timeline, governance and decision.

How does the business case template calculate ROI?

ROI = total net benefit ÷ total cost.

How do I find payback in the business case template?

Payback is the year in which cumulative net benefit becomes positive.

What is the difference between a business case template and a project proposal template?

A business case analyses options and value in depth; a project proposal pitches one solution.

Should a business case template include a do-nothing option?

Yes. It shows the cost of not acting.

Who approves the business case template?

The sponsor, investment committee or board.

Can I use the business case template in PRINCE2?

Yes. PRINCE2 requires a business case that is reviewed throughout the project.

What is the difference between a business case template and a cost-benefit analysis?

A cost-benefit analysis is one part of the business case.

What is the difference between the beginner, advanced and expert business case template?

The beginner business case template keeps only the essential columns on one tab; the advanced version is the full template with every tab, dropdown and formula; the expert version adds instructions and revision history.