eventruBUDGETS & INVOICING
Know the margin before the invoice goes out
An event budget that lives in a spreadsheet is a guess that gets more wrong every week. eventru keeps the budget on the event, with commission and VAT on every line, and bills from the same lines when the work is won.
| Item | Est. net | Actual |
|---|---|---|
| Thrale Manor DDR | £6,370 | £6,370 |
| Gala dinner upgrade | £1,680 | — |
| Coaches, Day 1 | £1,240 | £1,180 |
The problem
The margin is only known after the invoice
Costs change after the proposal, commission is worked out by hand, and VAT is added at the end. The first time anyone sees the real margin is when finance reconciles it, weeks later, when nothing can be done about it.
Commission and VAT on every line
Each line has its quantity and days, VAT rate and commission rate, estimated and actual. The overview shows total budget ex and inc VAT, the VAT and the commission, so a venue at one commission rate and a supplier at another sit in the same budget without a side calculation.
- Client, agency and combined views
- Categories with net, VAT and gross
- Ex VAT and inc VAT views
| Item | Est. net | Actual |
|---|---|---|
| Thrale Manor DDR | £6,370 | £6,370 |
| Gala dinner upgrade | £1,680 | — |
| Coaches, Day 1 | £1,240 | £1,180 |
A budget finance can read
Estimated against actual, projected outturn and variance on one screen. The budget moves through Planning, Draft, Review, Approved and Actual, so everyone knows which numbers are agreed and which are still moving.
- Lock a stage, keep snapshots
- Branded print and PDF
- A live budget link for the client
Bill from the same lines
Client bills, commission bills and copy bills come from the budget, so the invoice matches what was agreed. Bills sync to Xero or QuickBooks, and overdue invoices are chased by email until your accounting system takes over.
- Client, commission and copy bills
- Xero and QuickBooks sync on paid plans
- Reminders at 1, 7 and 14 days overdue
Cash flow across every event
Money due in and due out, month by month, across every event in the workspace. It reads the same budgets and bills, so it is the picture of the business rather than a separate forecast someone has to maintain.
- By month, across events
- Due in and due out
- From the same budget lines
| Month | Due in | Due out | |
|---|---|---|---|
| Jan | 6 events | £48,200 | £31,900 |
| Feb | 4 events | £71,450 | £52,300 |
| Mar | 5 events | £39,800 | £27,150 |
| Apr | 3 events | £22,600 | £18,400 |
Questions
About budgets & invoicing
Does eventru handle commission?
Yes. Commission is set per line, so a venue at 10% and a supplier at 8% sit in the same budget, and commission bills are raised from those lines.
Can the client see the budget?
Yes, on a live budget link showing the client-facing lines. Agency-only costs stay in the agency view.
Which accounting software does it work with?
Xero and QuickBooks, on paid plans. Bills sync across, and once a bill is in your accounting system, eventru leaves chasing it to that system.
Does it handle VAT on events abroad?
Each line carries its own VAT rate, and budgets support multiple currencies, so an overseas venue and a UK supplier can sit in one budget with the right treatment on each.
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