Budgeting & Profitability

Build the budget.
Protect the margin.

Plan costs before sourcing begins, replace estimates with confirmed supplier pricing as the project develops, and keep cost, sell price, markup, commissions and profitability connected in one live budget.

Book a Demo Explore Budgeting

Project budget with services, suppliers, gross cost, gross sell, totals and markup — Services, suppliers and commercial detail. One connected project budget.

Start with a financial baseline

Build the financial plan
before sourcing starts.

Create an initial project budget from proposal data, imported information, reusable services, or historical projects. Give the event a commercial baseline before every supplier quote is confirmed.

Initial budget with estimated costs before supplier selection — Start with estimated costs at service level. Confirm supplier pricing as the project develops.

Estimate early: Build expected project economics before committing to suppliers.
Separate core and optional services: Model different program versions without losing the baseline.
Work at service level: Keep accommodation, transfers, F&B, production and activities individually visible.

Source suppliers for the services in your project budget — Define the services, response date and pricing requirements in the project.

Connected sourcing

Source against the budget
you already built.

The budget defines what the project needs. Source suppliers for those services, compare responses, and keep sourcing decisions connected to the same commercial structure.

Budget and sourcing should not live in separate systems.

Explore supplier sourcing

From estimate to real cost

Estimates become
confirmed costs.

As supplier quotes are selected, confirmed pricing flows directly into the project budget. No rebuilding quote data in another spreadsheet. No second version of the numbers.

Estimated
Quoted
Selected
Confirmed

Selected suppliers and confirmed costs in the project budget — The budget evolves as the project becomes real.

Commercial control

Every service has
a commercial story.

See supplier cost, client sell price, markup, margin, commissions and profit together. Understand the financial effect of each sourcing and pricing decision while the project is still moving.

Service pricing with gross markup, gross margin, supplier and client commissions, and profit — Markup, margin and profit, with supplier, client and representative commissions in the calculation.

Cost: What the service costs you. Follow total gross cost across the budget.
Sell: What the client is paying, from each service to total gross sell.
Markup & margin: See the commercial effect immediately.
Commissions: Keep supplier, client and representative commissions inside the same calculation.

The budget should change
as the project becomes real.

Meetingbox keeps estimates, supplier decisions, sell prices, margins and financial detail connected as the event moves from plan to delivery.

Cost Sheet

See every number
behind the margin.

Go beyond the high-level budget and review the full cost structure of every service. Track supplier cost, selling price, VAT, commissions and gross totals in one clear breakdown.

Cost Sheet showing service costs, selling prices, VAT, commissions and gross totals — The full cost structure, across every service in the program.

Full cost visibility: Review supplier cost, sell price, VAT, commission and totals side by side.
Commercial accuracy: Understand how each service contributes to project profitability.
One source of truth: Keep budget logic and cost breakdowns connected instead of rebuilding them elsewhere.

Take the detail with you.

Export the Cost Sheet to Excel when finance, reporting, reconciliation or internal review needs the complete line-item breakdown outside Meetingbox.

Formatted Cost Sheet Excel export with service items and commissions — Formatted detail, ready for review.

Plan vs actual

See where the plan is holding.
And where it isn’t.

Compare planned revenue and margin with actual performance as projects and portfolio activity develop. See variance early instead of discovering it after the event is closed.

Explore operational reporting

Budget revenue: €600,000
Actual revenue: €630,000
Budget margin: €120,000
Margin variance: +€12,000

Budget vs actual

Budget revenue
Actual revenue

Margin variance

Above plan
Below plan

View monthly figures

Illustrative figures, January–June 2026, EUR
Month	Budget revenue	Actual revenue	Budget margin	Actual margin	Variance
Jan	€80,000	€76,000	€16,000	€14,000	-€2,000
Feb	€90,000	€94,000	€18,000	€19,000	€1,000
Mar	€100,000	€105,000	€20,000	€22,000	€2,000
Apr	€100,000	€98,000	€20,000	€18,000	-€2,000
May	€110,000	€119,000	€22,000	€26,000	€4,000
Jun	€120,000	€138,000	€24,000	€33,000	€9,000

From project to portfolio

One project is a budget. Many projects become a business view.

See booked revenue, booked margin, pipeline activity and monthly performance across the portfolio.

Booked revenue: €630,000
Budget coverage: 105%
Soft pipeline: €120,000
Booked margin: €132,000

The booked mix

Completed: €378,000
Confirmed: €252,000
Soft pipeline: €120,000

Monthly activity

Confirmed
Completed
Soft pipeline
Budget baseline

View monthly figures

Illustrative figures, January–June 2026, EUR
Month	Budget	Confirmed	Completed	Soft pipeline
Jan	€80,000	€20,000	€56,000	€12,000
Feb	€90,000	€24,000	€70,000	€18,000
Mar	€100,000	€30,000	€75,000	€15,000
Apr	€100,000	€38,000	€60,000	€20,000
May	€110,000	€52,000	€67,000	€24,000
Jun	€120,000	€88,000	€50,000	€31,000

Review before
you send.

Review the estimated offer in Meetingbox, then export a formatted Excel version when a client, finance team or partner needs it outside the platform.

Estimated offer with core and optional service costs — Review core and optional services in Meetingbox.

Formatted Excel budget for sharing the offer — Share a formatted Excel version when needed.

From the first estimate
to the final margin.