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Event budget software

Use this simple desktop app to plan your event budget, track expenses, and ensure a successful event every time. Collaborative Budgets are easy to create, intuitive to use, and save time for your entire time.

Get a smooth event planning process

Whether you’re an event marketer planning the next takeover, or building your own event from scratch, the budget planning can be intensive. Ensure you have real-time expense updates and keep all your costs in one place. Make quick decisions and deliver the best event ROI every time.

Focus on events, not budgets

Event planners never have time to waste - especially not on complex budgeting. Let our free tool do the work for you, so you can put out fires and keep your VIPs happy. And because you share the budget tool with your team, the effort is shared as well.

Manage budgets as a team

The CMO or budget manager is ultimately responsible for spend, but teamwork makes it faster and easier. Create specific budgets, invite the relevant collaborators to submit expenses, and stop chasing your colleagues at the end of every month. More efficient and effective than any spreadsheet.

Better than any budget template

Whether you rely on Excel spreadsheets or keep notes on a napkin, there’s always data entry involved. Which leads directly to errors. Our tool is so simple that mistakes are almost impossible, and you don’t waste time double-checking your calculations.

Master all types of events

Your next event may be a small in-person meet up, a large-scale trade show, a virtual event, or a hybrid. It doesn’t matter for Collaborative Budgets. Our tool tracks everything from speakers’ fees to software costs, to flights and accommodation.

See how it works

Hit your goals cost-effectively.

3,500 companies love Spendesk

Don't take our word for it. Here's what our customers have to say!


I find Spendesk's UX to be very intuitive and easy to navigate.

Przemyslaw K

Commercial Operations & Analytics Manager

The UX is very user friendly and smartly designed. What I especially like about it: it's not overloaded with useless features but really focused on core functions that are needed in day-to-day work.

Sebastian M

Senior PR & Content Marketing Manager

Spendesk makes it super easy to submit expenses and has a very transparent way of tracking spending.

Brandon P

Account Executive

Spendesk is a well thought-out and very easy to use tool.

Shardene M

Head of Account Management

Spendesk makes your life easier. It makes you gain time thanks to their app, which is easy to use.

Kilian L

Store manager

It’s really simple and clear to use.

Naren A

Talent Acquisition Specialist

Event budget software FAQ

Some of the most common questions around event budgets.

The classic budgeting method is known as “top-down.” Here, leadership sets out the budget and everyone else falls in line. Typically, it’s not until after the event that you see what’s actually been spent and can make decisions.

Involving your team has two key benefits:

  1. You get real-time updates from the field, and your budget updates instantly. You always know how much of the budget has been spent, and can adjust immediately if necessary.

  2. The “busy work” gets shared by the team, not just dumped on the budget manager. You don’t spend hours updating spreadsheets, which means there’s actually very little busy work at all.

In a dynamic event management environment, everybody has responsibilities and everybody has expenses. It only makes sense that your budgeting software reflects this.

Even a great event budget template for Excel or Google Sheets only goes so far. Most budgets get ignored, become out of date, and contain countless errors. Either that, or you spend countless aggravating hours keeping them spotless. Which takes your focus away from the event planning you do best.

Most event professionals are not corporate finance expert. You need simple functionality and automation to help you create and manage a budget. The more time you save by avoiding spreadsheets and data entry, the more value you can add elsewhere.

Each event has its own success metrics. But one of these will almost certainly be event ROI - the benefits you get in return for your investment. Which means tracking that investment is crucial.

When you can be confident that the budget is accurate and up to date, the ROI calculation is quick and relatively painless. You see immediately what your biggest expenses were, can compare these against expectations, and you have a perfect picture of the investment required to achieve results.

Event expenses will vary based on whether you’re hosting onsite, running online or hybrid events, or attending trade shows - with plenty of options in between.

But the types of event costs you can expect include:

  • Event organizers to run the show (or salaries for your full-time event staff)

  • An event management software or CRM to manage attendees’ contacts and gather event registrations.

  • Hosting for the event website.

  • Social media advertising to promote.

  • Speakers’ fees (if appropriate).

  • Sponsorship costs if you’re making a splash at an industry trade show.

  • Travel and accommodation costs for your team, the speakers, and other important stakeholders.

This was just a brief list. Of course, the size and nature of your event will dictate the amount and kinds of costs you’ll have.

Collaborative Budgets is totally free to use, and you can create as many budgets and accounts as your team needs. You don’t need to be a paying Spendesk customer, but we’re here any time you’d like to talk about more comprehensive spend management - everything from company cards, to invoice processing, to business-wide budgeting.