Event budget planner: track expenses and payments

An event budget becomes easier to review when each cost has a name, category and payment status. Planlino keeps the budget alongside guests, tasks and the seating plan, so you can compare the event's progress with the expenses you have entered.

Create your event
Planlino editor showing a sample round table on the venue map
A sample round table in the Planlino editor. The guest list and table settings stay alongside the map.

Build your plan in five steps

  1. Set the event's target and currency

    Create or open an event and enter its budget target and currency. Use the same currency for all lines. Changing the currency relabels the saved amounts; it does not convert exchange rates. Convert any outside quote yourself before entering it.

  2. Create categories that match your event

    Open Budget and add categories such as venue, catering, decoration and programme. Choose a category for each expense so the breakdown remains readable. You can create a category while adding a cost instead of closing the expense form.

  3. Enter amounts or quantities

    Use one amount for a fixed quote. For a cost charged per person or per item, enable quantity and unit pricing. Update those quantities when attendance changes. Add notes for the supplier or what the amount includes so similar lines are easier to distinguish.

  4. Mark complete expenses as paid

    Keep an expense planned until it is paid, then change its status. Review planned and paid totals alongside the target. The current status applies to the whole expense line; use separate lines if you need to record a deposit and a remaining payment.

  5. Review the budget with tasks and guests

    Check quantities against the current guest list and add tasks for outstanding confirmations. Export the event backup to keep the budget with the task board and seating plan. Sharing a map link shares the seating map; the budget travels in the event backup.

Example: a dinner budget with a changing guest count

Suppose a venue costs €3,000, catering is 120 meals at €45, and music is €800. Those sample lines total €9,200. If attendance drops to 110, changing the catering quantity reduces that line from €5,400 to €4,950 and the total to €8,750. These are example amounts, not supplier prices. Keep the original quote details in the line's notes.

Before you send the plan

  • Check the currency, quantity and unit price on every expense.
  • Use payment status consistently and review the total against your target.
  • Export an event backup before switching browsers or sharing the full budget.

Common questions

What should a wedding budget template include?
Use a total target, expense categories, quantities or fixed amounts and payment statuses. For example, a catering line for 100 meals at €50 totals €5,000; venue, photography, music and decoration are separate lines. Record a deposit and the remaining payment separately so the paid total reflects the amounts actually paid.
Can I use the budget planner for a wedding?
Yes. Weddings, birthdays, dinners and corporate events use the same expense categories, quantities, payment statuses and budget target.
Does Planlino make payments or contact suppliers?
No. The budget records the costs and payment statuses you enter. Arrange payments and supplier communication separately.
Will a shared seating link show the budget?
No. Map sharing includes the seating plan. Export the event backup when you want to transfer its budget, tasks and guest list together.
Create your event