How do I create and manage Event Budgets?
EventGeek's Budget feature makes it easy to manage Teams and track Expenses within Events. You can do this across all Events or you can narrow in on the Expenses of a specific Event.
Viewing Budget Across all Events
To manage a Team Budget across all Events within a team, select the gear icon ⚙️from the sidebar of the Team that you want to manage and select the Budget tab. It will default to the Events sub-tab where you can see an overall summary of your Planned vs. Actual Expenses by event, as well as the difference.
Red numbers indicate that your Actual Expenses exceed your Planned Expenses. Green numbers indicate the opposite, that your Actual Expenses are below your Planned Expenses.
Budget List View
In this List view you can filter by Event Status and Event Start Date.
Budget Chart View
You can also look at your Team Budget summary in a Chart view that displays Planned vs. Actual Costs. You can Group by Event, Tag or Category. Click the three dots in the upper-right to Download as a CSV file.
Setting Budget Categories
Budget Categories are an easy way to assign divvy Expenses for a single Event between company departments or other groups. Budget Categories are set up at the Team level by clicking on the gear icon in the side bar. Once you've set up Budget Categories they can be used with all of your Event Expenses.
Managing a Specific Event
At the Event level you can set up your Planned Budget as well as add any Expense to the Event that will be included in your total expenditures, otherwise known as your Actual Budget.
Planned vs. Actual Budgets
At the Event level you can set up Planned vs. Actual Budgets to ensure you're team stays on your plan. You can also tag and categorize costs. And you can share the Budget any time to a spreadsheet by clicking the three dots in the upper-right and clicking Download (CSV).
To add an Expense to an Event, go to the specific Event's page and click the Budget tab. From there you can click the blue Add Expense button. Give the Expense a name and enter your Planned and Actual Amounts.
Click on Add more details to include additional information including Payment Method, Status, Vendor, Reference and more.
Associating Expenses and Tasks
You can connect Expenses and Tasks. To associate a Task with an Expense, click the Associated Task drop-down and select the Task that goes with the Expense you are entering.
You can also connect an Expense with a Task in a Task editor. You can do this by going to the Event Checklist, clicking a Task and selecting Expenses in the right sidebar, then selecting the Expense associated with the Task or adding a New Expense.
Any costs you add on the Travel tab will be added to your Budget and will appear in an automatically created Travel section under the Budget tab. Costs can be added per each attendee for Registration, Flights, Lodging and other arrangements.
Cost-Based ROI Metrics
Budgets also integrate with CRM-based ROI reporting, so you can automatically receive important cost-based metrics, such as cost per lead, to evaluate the effectiveness of your event marketing.