Budget

Plan and track what this event costs, line by line.

1. Open the event and go to the Budget tab.
2. Click "Add Item" for each cost. You can link it to a vendor and give it a due date.
3. Set a planned total from the summary bar to budget top-down, and the bar tracks what is allocated, paid, and left against it.
4. Use "Record Payment" on an item as money goes out, so paid and remaining stay honest.
5. Filter by All, Unpaid, Due soon, Overdue, or Paid, and search or sort to find a line quickly.

You will need an event exists first.

Set an optional planned total and track allocated cost against it, with soft over-budget warnings.

1. Open the event and go to the Budget tab.
2. Click "Set planned total" in the summary at the top. If you have no items yet, the same button sits under "No budget items yet".
3. Type the amount into "Planned total" and click "Save", or press Enter.
4. The summary now tracks "Planned", "Allocated" and "Remaining to allocate" as you add items.
5. If your items go past the total, it shows "Over by" in red and lists your "Largest line items" to help you trim. Nothing is blocked; it is a warning, not a limit.
6. To change it, click the planned amount in the summary. "Clear total" removes it.

You will need an event exists first.

Add a cost, link a vendor, set a due date, and track payments.

1. Open the event, go to the Budget tab, and click "Add Item". On an empty budget, click "Add an item".
2. Under "Item Type", choose "Vendor" to track a vendor on this event, or "General" for anything else, such as a dress or a hotel stay.
3. For a vendor you booked outside Bazaar, choose "Off-platform vendor (manual entry)" and type their name. A vendor that already has a budget line is not offered twice.
4. For a general item, fill in "Item Name".
5. Enter the "Cost" and, if there is one, a "Due Date".
6. Already paid something? Enter it under "Amount Paid", or click "Paid in Full".
7. Add "Notes" or a receipt if you like, then click "Add".

You will need an event exists first.

Add an amount you have just paid to a budget item, with a receipt if you have one. It adds to the running total rather than replacing it.

1. Open the event and go to the Budget tab.
2. Press "Record payment", or use the row action on the item you paid.
3. Pick the item, enter the amount you just paid, and attach a receipt if you have one.
4. The amount is ADDED to what is already recorded against that item, so enter the payment and not the new total.

You will need a budget item to pay against first.

When the event ran past the booked end, a vendor with an overtime rate in your contract can add the extra time. You see the amount and accept or decline before anything is invoiced.

1. Open the notification "<vendor> added overtime", or open the event's Budget and click "Review" on the vendor's new price.
2. Check the time past the booked end and how it was priced: the rate and billing increment come from your signed contract.
3. Click "Accept" to receive a separate invoice for the overtime. Your contract and original invoice do not change.
4. Click "Decline" and say why if you do not agree.

You will need a vendor added overtime after your event first.

Once the host joins an event you created, its budget is theirs, and they can give you access back.

1. When you create an event and the host joins it, the budget passes to them, because it lists what they pay every vendor. You get a notification when it happens.
2. The Budget tab stays, and says the host manages it now.
3. If you need it, ask the host to open your business’s access in the event’s People section and turn on "View budget".
4. Planners and coordinators keep the budget; this only applies to other vendors who create an event.

You will need you created the event and a host has joined it first.

Give a budget item a due date and Bazaar reminds the host as it approaches, and again once it has passed.

1. Open the event and go to the Budget tab.
2. Add an item, or open an existing one, and set its Due Date.
3. From then on the host gets one message a day listing everything due or overdue for that event, rather than one message per item.
4. Anything you typed in the item notes comes with it, so payment details for a vendor who is not on Bazaar reach the person paying.
5. Planners and coordinators are copied only once a payment is actually overdue, so an on-track budget stays quiet.
6. Items paid through a Bazaar invoice are left alone here, because those already have their own reminders and nobody should be chased twice for the same payment.
7. To stop them, turn off operational notifications in account settings. That one switch covers email, text and push.

You will need a budget item with a due date first.