Event Finances: Revenue, Costs & Margin per Event

The Finances tab gives you a complete controlling overview for each event: what you're earning, what you plan to spend, what has actually been incurred, and how much the client has already paid.

KPI Overview (Controlling)

At the very top you'll find six KPI cards arranged in a 3×2 grid:

• Revenue — total income for the event (= 100 %)
• Costs (Plan) — sum of all planned cost items, shown as a percentage of revenue
• Contribution Margin — revenue minus planned costs; green when positive, red when negative
• Cost / Guest — planned costs divided by guest count (only appears when a guest count has been entered)
• Paid — payments already received, as a percentage of total revenue
• Outstanding Balance — amount still due; red while no payment has been received, orange after a partial payment

All values update automatically as soon as you change cost items or payments.

Budget Progress

The Budget Progress section shows a progress bar for each cost block, indicating the ratio of actual costs to planned budget:

• Bar green: less than 85 % used
• Bar orange: 85–100 % (warning threshold)
• Bar red: budget exceeded

To the right of each bar you'll see the amounts in the format Actual / Plan along with the percentage. This gives you an immediate picture of where you still have headroom and where you need to take action.

Breakdown by Area

The Breakdown by Area table splits revenue and costs across the service areas you assigned to your quote line items. The columns are:

The bottom row (Total) consolidates all areas and matches the values shown in the KPI cards above.

Cost Detail

Under Cost Detail you'll see all individual cost items, grouped into four blocks: Cost of Goods, Staff, Venue & Equipment, and Other. Each card shows the block total as well as the individual line items with their name and amount.

To add a new cost item:

1. Click Cost Item inside the card of the desired block.
2. Select the Cost Block in the dialog.
3. Enter a Name, Plan Costs (€), and optionally Actual Costs (€).
4. Add a Note if needed.
5. Click Add — the item appears in the card immediately.

Planned / Actual Hours (Staff)

The Planned / Actual Hours (Staff) section compares the shifts you planned against the working time actually recorded. As long as no shifts have been planned and no time logged for the event, you'll see the message "No shifts planned for this event yet."

Once shifts exist, the first row shows three values:

• Planned (Target) — total shift hours from your staff plan (each shift's duration × the number of staff required)
• Recorded (Actual) — total actual working time from staff time logs (breaks are subtracted)
• Difference — Actual minus Planned; a positive value means more hours were worked than planned

If a time log is still running (a staff member hasn't clocked out yet), a hint under Recorded (Actual) shows how many time logs are still open — those entries only count toward the actual hours once the staff member clocks out.

Below that is the cost row:

• Planned Costs — the planned staff costs from the shifts
• Actual Costs — the actual staff costs, calculated from completed time logs. Until a cost value can be calculated from a completed time log (e.g. because an hourly rate is linked to it), this shows a dash instead of an amount.
• Margin / Adjustment — the difference between actual and planned costs, once actual costs are available

This gives you an at-a-glance view of whether an event used more or fewer staff hours and cost more or less staff budget than originally planned.

Payments

The Payments section lists all planned invoice instalments (deposit, interim invoice, final invoice). Each row shows the reference, name, due date, amount, and the status paid or open.

At the bottom of the section the current Outstanding Balance is always displayed — the difference between total revenue and payments already received.

To add a new instalment or invoice:

1. Click Invoice to the right of "Payments".
2. Enter a Name and Due Date.
3. Enter either the Share (%) or the Amount (€) — Univents automatically calculates the other value.
4. Click Add. If no invoice exists for the event yet, a draft is created automatically.

Frequently Asked Questions

The KPI cards show "—" instead of a value. Cost per guest only appears when a guest count has been entered for the event. Check this in the Details tab of the event.

The contribution margin is red even though revenue is high. This happens when planned costs exceed revenue. Review the cost blocks in the Cost Detail section and adjust either the planning or your quoted price.

A cost item does not appear in the Breakdown by Area. The area rows are derived from quote line items, not directly from cost items. Cost items feed into the Actual Costs column once an area with a matching key exists.

The payment status on a row does not update automatically. The open or paid status is not automatically synced against external accounts in Univents. Update the status directly in the associated finance document for the event.