Budget and expenses

Budget tracking is disabled by default to keep the interface simple. To enable it:

• Go to Settings for your event.
• Open the Organization > Features section.
• Turn on the Budget toggle.

Once enabled, a new Budget tab appears in your event navigation. You can add your expenses, record payments and track the gifts minus expenses balance in real time. The balance is also displayed on your main dashboard.

To add an expense, click the Add an expense button at the top of the Budget page. The form asks for the following information:

• Category — choose from predefined categories (venue, catering, music, etc.) or create your own.
• Title — a descriptive name for this expense (for example "DJ Max", "Banquet hall").
• Amount — the total cost, or use the unit price x quantity calculation for per-person expenses (catering, centerpieces).
• Vendor (optional) — the vendor name to help you keep track.

Expenses marked as "per guest" automatically recalculate when the number of confirmations changes. For example, if the caterer costs 80 euros per person and 5 new guests confirm, the total updates on its own.

Categories help you organize your expenses by item and understand how your budget is allocated. Tov.events offers 10 predefined categories:

• Venue, Catering, Music / DJ, Decoration, Photo / Video
• Flowers, Transportation, Attire, Guest favors, Miscellaneous

You can also create custom categories if the predefined ones don't fit your needs (for example: "Kids entertainment", "Accommodations"). Categories appear in the budget view and let you see at a glance which item costs the most.

Additionally, Tov.events offers budget templates adapted to the event type (wedding, bar mitzvah, birthday) to help you get started with the most common expense items.

For each expense, you can record partial or full payments to track what you have already paid to your vendors.

Here is how to record a payment:

• Click on an expense in the list to open its details.
• Click Add a payment.
• Enter the amount and choose the payment method: cash, bank transfer, check, credit card or Bit.
• Confirm — the payment is added to this expense's history.

The payment history is kept for each expense, with the date, amount and payment method. You can make multiple partial payments (for example a deposit then the balance) — the remaining amount due is calculated automatically.

The balance is the key financial indicator for your event. It is calculated automatically using the formula: total gifts received minus total expenses.

Here is how to interpret the balance:

• Positive balance (in green) — gifts received exceed expenses. Good news!
• Negative balance (in red) — expenses exceed gifts received. This is normal early in the planning — gifts arrive on the day of the event.
• Automatic conversion — all currencies are converted to your main currency for a unified calculation.

The balance is visible on three pages: the main dashboard, the Gifts page and the Budget page. It updates automatically with every new gift recorded or new expense added.

The cost per guest is a useful indicator that divides your total expenses by the number of confirmed guests. It helps you know how much each seat costs on average.

This figure is useful for:

• Comparing with your initial budget — if you planned 100 euros per person, you can quickly see if you are on track.
• Negotiating with vendors — knowing the cost per head helps make informed decisions.
• Tracking changes — the figure updates automatically with every new confirmation or new expense.

The cost per guest is displayed at the top of the Budget page, next to the total expenses and balance.

You can export all your expenses as a CSV file to open and work with in a spreadsheet like Excel or Google Sheets.

The export includes for each expense:

• Category — the expense item (venue, catering, etc.).
• Title and vendor — the details of each expense line.
• Amount and payment status — how much is planned and how much has been paid.

Click the Export button at the top of the Budget page to download the file. Handy for sharing the budget with your spouse, your wedding planner or your parents, or for keeping a printed record of your expenses.