Software for event agencies: many client events, one overview

Each event has its own budget, line-up, shift plan and documents. You decide per event who can see and edit it, and restricted events don't even appear in other people's lists. Roles such as finance, booking and HR give each person the access their job needs, and the viewer role reads without changing anything.

Agency budgets get approved, then they move. In Evnty you freeze the approved state as a baseline and later compare the current plan with it, line by line. Planned, committed and actual costs, the forecast and the traffic light per category show early where an event runs over.

Whether you budget net or gross is set once for the organisation. The PDF budget report gives the client or your management the current state, and CSV goes into your own analysis. Details under event budget.

Many agencies already book by cost centre. You link each event to one or more SevDesk cost centres or tags, and expense documents with them land on the event. Evnty suggests the matching budget line by vendor, amount and due date. A technology invoice that covers two events is split across both, never beyond the invoice amount.

Due lines without an invoice are flagged, with a daily digest to the person responsible. More under invoice matching.

Agency crews are mixed: freelancers, working students, mini-jobbers and permanent staff. Evnty plans shifts per position and applies the checks that fit each employment type. Freelancers are exempt from the minimum-wage check; for employees Evnty checks rest periods, maximum hours and the mini-job limit. Published shifts go to the staff portal, where people accept or decline. See crew scheduling.

An annual conference, a roadshow, the summer party every year: you duplicate the last edition or save it as an event series. Stages, budget structure and the shift skeleton come along, bookings and invoices don't. Acts and speakers stay in the artist database with their history.

Office rent, insurance and software keep running between projects. The contract register records term, notice period and auto-renewal and reminds you before every deadline. The fixed-cost dashboard compares, month by month, what is due with the documents that arrived.

Evnty manages the costs and the production of an event. Quotes and invoices to your clients stay in your accounting software. Evnty reads documents from SevDesk and writes nothing back.