Budget Tracker

The budget tracker helps you plan, monitor, and control your event spending. Track every cost from the first deposit to the final invoice, compare estimates against actuals, and catch over-budget items before they become surprises.

Overview

Every event in DreamPlan has a dedicated budget section where you add line items for each expected cost. Each item tracks an estimated cost and an actual cost, making it easy to see where your spending stands. Items are grouped by category, and the budget dashboard provides charts, alerts, and a running total so you always know your financial position.

The budget dashboard showing estimated vs actual spending by category.

Adding a Budget Line Item

1. Open your event and navigate to the Budget tab.
2. Click the + Add Item button.
3. Fill in the details:
   • Name (required) — a short label, for example “Photographer” or “Venue hire”.
   • Category (required) — select from the dropdown (see categories below).
   • Estimated Cost (required) — what you expect to spend.
   • Actual Cost (optional) — what you have actually spent so far. You can update this later.
4. Click Save.

The item appears in your budget list and is immediately reflected in your totals and charts.

Budget Categories

Categories vary by event type to match typical spending areas. Common categories include:

Tip: If the pre-set categories do not cover your needs, choose Miscellaneous and describe the item clearly in the name field.

Linking Items to Vendors

If a budget item relates to a vendor you have added to your event, you can link them together:

1. Open the budget item by clicking on it.
2. In the Linked Vendor dropdown, select the vendor.
3. Click Save.

Linking a budget item to a vendor lets you see vendor-related costs at a glance and keeps your financial records connected to your vendor bookings.

Budget Chart Visualisation

The budget dashboard includes a visual chart that breaks down your spending by category. The chart shows:

• Estimated total — the sum of all estimated costs.
• Actual total — the sum of all actual costs entered so far.
• Per-category bars — a side-by-side comparison of estimated vs actual for each category.

This makes it easy to spot which areas are on track and which are creeping over budget.

Estimated vs Actual Comparison

Every line item displays both the estimated and actual cost. The budget summary at the top of the page shows:

Items where the actual cost exceeds the estimate are highlighted so you can see overruns immediately.

Over-Budget Alerts

When the actual cost of any line item exceeds its estimated cost, DreamPlan displays a visual alert:

• The item is highlighted in red on the budget list.
• A warning badge appears next to the item name.
• The dashboard summary shows a banner if your total actual spending exceeds total estimated spending.

These alerts help you catch overruns early and adjust your plans before the budget spirals.

Paid Status Tracking

Each budget item has a Paid status to track whether the cost has been settled:

1. Open a budget item.
2. Toggle the Paid switch to mark it as fully paid.
3. Click Save.

Paid items display a green checkmark in the budget list. The dashboard summary shows how much of your total budget has been paid vs outstanding.

Tip: For items with multiple payments (deposit, balance, etc.), use Budget Milestones to track each payment individually. See the Payment Schedule guide.

Tips

• Enter estimated costs early — even rough figures help you see the big picture and avoid surprises.
• Update actual costs as invoices arrive — keeping actuals current makes the budget dashboard accurate and useful.
• Link items to vendors — this connects your budget to your vendor management, so you can see costs and bookings in one place.
• Review the chart weekly — a quick glance at the category breakdown helps you catch trends before they become problems.
• Use the Paid toggle to track cash flow, not just totals.

FAQ

Can I set an overall budget limit for the event? Yes. In the budget settings, you can set a total budget for the event. The dashboard will show your spending as a percentage of this limit.

What happens if I do not enter an actual cost? The item will show only the estimated cost. The dashboard treats missing actual costs as zero when calculating totals.

Can I export my budget? Yes. Use the Export button on the budget page to download your budget as a spreadsheet.

Can collaborators edit the budget? Yes. All collaborators on the event have access to the budget and can add, edit, and update items.

Do budget categories change if I change the event type? Changing the event type does not remove existing budget items or categories. New categories may become available, but nothing is deleted.

Can I delete a budget item? Yes. Open the item and click Delete. This action is permanent and removes the item from all totals and charts.