Event Budget Planner & Calculator - How to manage an event budget & event expenses - Planning Pod

How to use our online event budget planner to manage your budget, event expenses and vendor payments - https://www.planningpod.com/event-bud...

With our event budget calculator, you can easily enter your estimated, negotiated and actual event expenses, track vendor payments and event income, and view outstanding balances.

You can create unlimited event budget line items and arrange them into categories (which display subtotals for all the items in each category). Once you have added the line items, you can manually add payments to each line item and set due dates for upcoming payments. You can also add notes and assign vendors and managers to each budget line item.

Our event budgeting software tool provides at-a-glance totals so you know where you stand overall (including if you are underbudget or overbudget), and it also lets you save event budget templates for budgets that you use over and over again.

Watch the video and see how our budgeting tools can streamline your event budget management processes.

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Planning Pod is the ultimate online hub for managing events & venues. It's online software for event professionals that centralizes your information, streamlines processes & keeps you organized.

We offer the following products:
Event Management Software for event planning and registration
Venue Management Software for managing bookings, billings & clients
Event Floor Plan Tools for building to-scale layouts & seating charts

TRANSCRIPT
In this video we're going to take a look at how you can create budgets for your events and track all of your expenses as well as your income or revenues. So we're going to go into one of our events inside of the event dashboard and here you can go to the budget tool. It's going to show you some basic stats here like what you've paid and what you still owe. The first thing you're going to want to do when you create a budget is create a target targeted budget amount ... everything is going to be based on this so all the totals that are above here are based on all of the line items that we've input down below. It's going to give you totals up here like for yourestimated expenses and estimated income as well as it's going to show you where you are based on your target budget with those items. It'll also show you a total paid to date and your total balance due on all of the line items. Now you can see I have created a bunch of line items already but I haven't put them into categories. If you just create random items they're gonna be categorized under budget items but I'm gonna create category right here called food and beverage and we're going to place some items in that. So it's gonna create a new table for me that's called food and beverage. I'm gonna click on the checkboxes next to a few of my items to move those to that new category that I just created and called food and beverage and now those line items are going to appear into that category with subtotals for that category. I'm gonna add a couple more categories - one called audio-visual and another called revenues and here those are all broken out and you can see I have not assigned line items to these categories. That's how the budgets are going to look when you start assigning things to categories. Next thing we're gonna look at is setting up budgeting groups. This is where you can set up groups so you can create line items that are based on headcount or item count so you can add a group name with estimated headcount and actual. I've set some up for attendees and volunteers and here you can edit and delete them. I'm gonna now add new line item called plated dinner and here's where you can designate whether it's an expense or an income line item. We've got estimated negotiated an actual expenses. Estimated you can base this again on a budgeting group which would be by headcount or you can base it on a fixed amount so just enter in a fixed dollar amount here or you can type in a percentage of the target budget right here. For the negotiated this would typically be what you negotiate with your vendor. You can base this again on budgeting group on headcount or also on fixed amount and for the actual you can again set it based on budgeting group or on fixed amount. We're just gonna add a fixed amount there once we hit save all that information has been saved into our new line item which is right here and to make edits to any of these items you just click on the number and easily make your edits. So anything that's clickable you can make your edits there. If you go to the actions button you can edit the line item, delete it or update the category.