Plan budgets for events and projects
In the CRM, events belong to projects. For each project you plan the budget, update forecasts and close with the final calculation. The total budget shows all projects of a budget year.
From project to final calculation
The project links event, cost center and team. The budget comes first, forecasts record the current position along the way, and the final calculation closes the project. The example shows the four steps.
Budget planning for an annual conference
Create a project with budget year and cost center
Events belong to a project. The previous project links the editions of a series, subprojects structure large undertakings.
The project links event, budget year, cost center and previous project.
The budget plans income and expenses; ticket packages feed in through their variable name.
Forecasts record the current position, one of them counts in the total budget.
With the final calculation the project is closed; the total budget shows the budget year.
Animated feature diagram with fictional data. No projects or budgets are saved here.
Projects, subprojects and previous projects
- Subprojects
Split large undertakings into subprojects, such as the trade exhibition and social program of a conference. Each subproject can have its own cost center.
- Previous project
Recurring events refer to the project of the previous edition, which keeps an event series connected over the years.
- Assign events
Events are assigned to a project and can use the project’s cost center.
- Team and access
Teams and people belong to the project. Projects and tasks can be limited to project members, and for each project you decide whether it may be edited.
- Status and due date
Status and due date show where a project stands.
Forecasts and total budget per budget year
Every project belongs to a budget year. Along the way, forecasts record the current position. For each project you decide which forecast counts in the total budget; once the project has been settled, the selected forecast is marked as the finalized final calculation.
Ticket packages of an event get a variable name and can then be used in budget planning. You can also store average personnel costs for projects.
Cost centers link projects and receipts
- Cost centers per organization
Cost centers with number and name are kept per organization.
- Projects and events
Projects have a cost center. Events use it or get their own.
- Invoices and offers
Invoice items and offers carry a cost center, and invoices and invoice runs keep track of their cost centers. Membership types are also assigned to a cost center.
- Business trips and expenses
Business trips and expense claims are assigned to a cost center.
Set up your budget planning together
We discuss your project structure, cost centers and budget layout and set up forecasts, responsibilities and access to suit your office.