Event Planning Business Profit Tracker

Event Planning Business Profit Tracker Excel with profit per event, vendor costs by category, client payments and overdue balances, and a monthly P and L dashboard. Know what every event actually made — and who still owes you.

Built for wedding planners, event planners, and party planners who need to know, event by event, whether the fee covered the vendors — without accounting software. Log the vendors and the event profit follows by formula; log what clients paid and the overdue balances flag themselves.

WHAT'S INCLUDED (6 sheets):

- Events — event, client, date, type, client fee, vendor costs, other costs, total costs, profit, and margin for every event. Vendor costs come from the Vendors sheet by formula, so one vendor entry updates the event profit, the monthly P and L, and the Dashboard.

- Vendors — vendor, event, service category, date, cost, amount paid, balance due, and a paid flag for every vendor bill. Use the event name exactly as written on sheet 1 so the costs land on the right event.

- Client Payments — client, event, amount invoiced, amount paid, balance owed, due date, status, and days overdue. The invoiced amount comes from sheet 1 by formula, and the status is checked against the as-of date at the top: Paid, Partial, Unpaid, or Overdue.

- Monthly P and L — events, revenue, vendor costs, other costs, total expenses, net profit, and margin by month, Jan-Dec. All formulas from sheets 1 and 2.

- Dashboard — total fees, costs, profit and margin, best event and best event type, largest vendor category, costs by category, profit by event type, best month, and what clients and vendors still owe.

- Cover and How to Use — start here. Yellow cells are the only ones you edit.

EXAMPLE DATA (2026 — replace with your own numbers):

- 12 events, 60 vendor lines, 12 clients. Total client fees 119,050; total vendor costs 82,650; other costs 2,920; total costs 85,570; net profit 33,480; margin 28.1 percent.

- Average fee per event 9,920.83; average profit per event 2,790.00.

- Best event: Smith-Johnson Wedding, profit 5,050 (fee 18,500, costs 13,450). Next: Nguyen-Lee Wedding, profit 5,000. Lowest-profit event: Carter Baby Shower, profit 670.

- Best event type by profit: Weddings, 14,750 from 3 events (revenue 56,250). Corporate: 9,870 from 3 events. Social: 6,460 from 5 events. Nonprofit: 2,400 from 1 event.

- Best month by revenue: June, revenue 21,000, profit 5,000. March: revenue 18,500, profit 5,050. September: revenue 16,750, profit 4,700. January had no events.

- Costs by vendor category: Catering 30,700 (37.1 percent), Venue 23,600 (28.6 percent), Decor 10,850 (13.1 percent), Photography 4,950, Staffing 4,900, Music and DJ 3,550, AV and Production 3,400, Entertainment 700.

- Client payments: invoiced 119,050, received 110,550, balance owed 8,500 — all of it overdue at year end. Nguyen Family owes 3,000 on the Nguyen-Lee Wedding, 164 days overdue. City Bank owes 5,500 on the City Bank Holiday Party, 12 days overdue. The other 10 clients are paid in full.

- Vendor balances: paid 79,800, balance due 2,850 across 2 unpaid balances. Everlasting Photos is unpaid 1,400 on the Nguyen-Lee Wedding. Golden Fork Catering is half paid on the City Bank Holiday Party (1,450 paid of 2,900, balance 1,450).

HOW IT WORKS:

1. Download the Excel file instantly after purchase.

2. On sheet 1, add each event: name, client, date, type, and client fee. Put your own costs that are not vendor bills (travel, supplies, mileage) in Other Costs.

3. On sheet 2, add one row per vendor bill: vendor, the event it belongs to, the category, the date, and the cost. Enter what you have paid so far in Amount Paid — the balance due and the paid flag update by formula, and the event's Vendor Costs on sheet 1 update too.

4. On sheet 3, enter what each client has paid and the due date. The invoiced amount comes from sheet 1 by formula. Check the Status column weekly — overdue balances are flagged against the as-of date.

5. Check the Dashboard monthly. If one category keeps eating the margin (catering is usually the biggest), raise the fee for that event type or renegotiate the vendor. If overdue balances grow, chase them before the next event.

HOW THE NUMBERS WORK:

Profit per event is Client Fee minus Vendor Costs minus Other Costs. Margin is Profit divided by Client Fee. Vendor Costs per event is the sum of all vendor bills with that event name on sheet 2. Monthly revenue is the client fees of events in that month; monthly vendor costs are the vendor bills dated in that month. Overdue means a balance is owed and the due date is before the as-of date.

WHO IT'S FOR:

Wedding planners, event planners, party planners, and small event businesses who want event profit, vendor costs, client payments, and a monthly P and L in one workbook — without accounting software.

PLEASE NOTE:

- This is a digital download. No physical item will be shipped.

- Works in Microsoft Excel and Google Sheets (upload to Google Drive to open in Sheets).

- Example data for 2026 is included (12 events, 60 vendor lines, 12 clients). Replace it with your own numbers.

- This is a bookkeeping and planning tool only, not tax, legal, or CPA advice.

- Due to the nature of digital downloads, refunds are not available. Message me before buying if you have a question.

Built by an accountant: B.S. Accountancy, ASU W. P. Carey, with revenue-reconciliation experience at Marriott and audit work at PwC.