Budget Tracker Guide
The budget tracker helps you stay on top of your event finances. Track estimated and actual costs across categories, link expenses to vendors, and get a clear picture of where your money is going.
Adding Expenses
To add an expense to your budget:
- Navigate to the Budget tab of your event.
- Click Add Expense or the + button.
- Fill in the details:
- Item name (required) — What the expense is for (e.g., “Venue deposit”, “DJ booking fee”).
- Category — Group the expense under a category like Venue, Catering, or Decorations.
- Estimated cost — How much you expect to pay.
- Actual cost — How much you actually paid (fill this in later when confirmed).
- Vendor — Optionally link the expense to a vendor from your vendor list.
- Notes — Any additional context.
- Click Save.
Categories and Line Items
Budget items are organized by category. Each category shows a subtotal so you can see at a glance how much you are spending in each area.
Common budget categories include:
| Category | Typical items |
|---|---|
| Venue | Venue hire, room setup, cleanup fee |
| Catering | Food, drinks, service staff, cake |
| Photography | Photographer, videographer, photo booth |
| Entertainment | DJ, live band, MC |
| Decorations | Flowers, centrepieces, lighting, signage |
| Attire | Outfits, accessories, hair and makeup |
| Stationery | Invitations, programs, place cards |
| Transport | Guest shuttles, event-day transport |
| Miscellaneous | Tips, last-minute purchases, contingency |
Estimated vs. Actual Costs
Every budget item has two cost fields:
- Estimated cost — Your planned budget for this item. Fill this in during the planning phase to set your expectations.
- Actual cost — The real amount you end up paying. Update this once you have a confirmed price or have made the payment.
The budget summary shows both totals side by side so you can see if you are tracking on budget or if costs are creeping up.
Tip: Set your estimated costs early and update actuals as you confirm vendors and make payments. This gives you the clearest picture of your financial position throughout the planning process.
Linking Expenses to Vendors
When adding or editing a budget item, you can link it to a vendor from your vendor list. This creates a connection between the expense and the vendor, making it easy to:
- See all costs associated with a specific vendor.
- Cross-reference vendor quotes with your budget.
- Keep financial and vendor records aligned.
To link an expense to a vendor:
- Edit the budget item.
- In the Vendor field, select the vendor from the dropdown.
- Save the change.
Budget Summary and Charts
At the top of the Budget tab, you will find a summary section showing:
- Total estimated budget — The sum of all estimated costs.
- Total actual spend — The sum of all actual costs entered so far.
- Remaining budget — The difference between estimated and actual.
- Category breakdown — A visual breakdown showing spend by category.
The budget chart gives you a visual overview of where your money is allocated, making it easy to spot categories that are over or under budget.
[Screenshot: budget summary with chart]
Tips for Managing Your Budget
- Start with estimates — Even rough numbers help you set a realistic overall budget.
- Update actuals promptly — When you get a quote or make a payment, update the actual cost right away.
- Include a contingency — Set aside 10-15% of your total budget for unexpected costs.
- Review regularly — Check your budget summary weekly to catch overspending early.
- Link vendors — Connecting expenses to vendors keeps everything organized and cross-referenced.