Event budget and cost control: plan, actuals and forecast for every event

An event budget in Evnty is made of cost and income lines. Each line has a category, a planned amount, committed and actual costs, a tax rate, a due date, a responsible person, a vendor and a status: planned, committed, invoiced, paid or cancelled.

The built-in categories cover the usual items: artists, venue, ticketing, production, staff, security, marketing, hospitality, travel, licensing, insurance, permits and deco on the cost side, tickets, bar, sponsoring and merch on the income side. You add your own categories in the settings.

Whether you budget net or gross is set once for the organisation. Allocations and variances follow that basis.

Many numbers you never type in. Confirmed bookings add fee, travel, hotel and levies as lines (artist booking). Approved hours from time tracking flow into the staff line as actual cost. Invoices from uploads or SevDesk are allocated to one or more lines in invoice matching.

One invoice can be split across several lines and even several events, and one line can collect any number of documents. Evnty makes sure nothing is allocated beyond the invoice amount.

Every line and every category shows a traffic light: on track, warning, over or unplanned. The organisation sets the thresholds. By default a warning starts at 90 % of plan and red at 100 %.

Above the table sit the event's key figures: planned and actual costs, forecast, income, the expected result and the break-even, meaning how much of the expected costs your income already covers.

• 01Plan vs actual per category, with a cumulative line
• 02Budget burn as a gauge
• 03Forecast by category as a donut chart

Before the event you freeze an approved state as a baseline. Later the budget table compares the current plan with any saved baseline. After the festival you see where and why it got more expensive, instead of laying two versions of a spreadsheet side by side.

When a line has a due date and no actual amount is allocated after it, Evnty flags it as overdue. The responsible person gets a daily email digest and an in-app notification.

You export the current state as a PDF budget report for partners, shareholders or funders, or as CSV for your own analysis. Roles decide who sees, edits and approves the budget. Everyone in the event sees changes immediately.