Planning Pod: Event Budget Planner Software

Get a clear picture of your event budget anytime, anywhere with streamlined, customizable tools

Track unlimited expenses and payments

Build out line items for all expenditures and assign them to categories for easy tracking. Track estimated, negotiated, and actual costs for a more detailed picture. Add payments as well as payment due dates with reminders, vendor/staff assignments, and notes.

Easily add revenues and view projections

Have a revenue-generating event? Create line items for each of your revenue streams (tickets, exhibitors, sponsors, merchandise, etc.) and then track estimated and actual revenues against your expenses for accurate budget forecasts and breakeven assessments.

PlanningPod - view revenue projections-2-1

Collaborate easily with staff and clients

Share budget details with staff, vendors, suppliers, and clients via our Web-based event budgeting software tool so everyone can see budgets in real-time. Or download your budget data into spreadsheets that are compatible with Excel and Google Sheets.

Build custom budget templates in a snap

Every account comes with pre-built event budget templates for meetings/conferences, seminars, banquets, fundraisers, parties, weddings, and more. You can modify these or build your own event budget templates that you can use over and over again.

Woman wearing glasses, dressed in a yellow blouse, smiling and looking at her mobile phone

Say goodbye to spreadsheets

Not only does our event budget calculator do everything a spreadsheet can do, it also integrates with our other event management tools so you can 1) assign vendors and staff to line items, 2) set email and text reminders for payments due and 3) make bulk updates to multiple items.

See why over 70,000 event professionals rely on our event floor plan software to design their events

"I love Planning Pod's floor plans tool. It’s soooo useful for both internal and external use among staff and clients."

- Shelby Kirkes, Oklahoma City Dodgers

See All Reviews

A closer look at Planning Pod’s budgeting tools

Discover why professionals use our event budget calculator for any event

Unlimited Line Items

Create line items for every event expense and source of revenue, complete with estimated, negotiated and actual costs plus notes, and assignments.

Categories and Subtotals

Put your line items into categories so you can manage them more easily and view subtotals for each category.

Budget Templates

Use prebuilt event budget templates (with standard line items and categories) for meetings, conferences, fundraisers, parties, weddings, more. Or build your own.

Totals and Projections

Up-to-the-minute budget totals let you know if you are under- or over-budget and whether you are in the black or the red with regard to net profit/loss.

Expense Tracking

Track any kind of event expense, including venue bookings, catering, marketing, travel, entertainment fees, staff wages, A/V rentals, printing, decor, and more.

Revenue Tracking

Manage any event income you bring in, including online ticket sales, sponsorships, exhibitor and vendor fees, merchandise sales, donations, and food-and-beverage sales.

Vendor/Staff Assignments

Assign vendors to line items for easy identification of who is supplying each item and who you need to pay. Assign one or more team members as line item managers.

Payments and Reminders

Add unlimited payments against line items and view total payments and balances remaining. Set payment due dates and email/text reminders for your team.

Headcounts / Item Counts

Great for line items that are calculated by headcounts or item counts (like catering or merchandise). Add both estimated and actual headcounts/item counts.

Downloadable Reports

Easily download printable PDF or .csv files of your budgets that you can open into Microsoft Excel or Google Sheets. Great for sharing with stakeholders.

Easy To Use and View

It’s simple to update expenses or revenues ... just click on an amount to edit it. Line items are expandable for detailed views and can be moved with a simple drag-and-drop.

Mobile-Friendly

Our cloud-based event budget planner can be used via the Web browser on any device - smartphones or tablets, desktops or laptops.

Event budget planner for tracking expenses, revenues, and more