Pholeo

$ beos --and-the-bills-they-become

“My BEOs come back not looking like my spreadsheet.”

An association planner, on a discovery call

Your specs, the venue’s BEO and the bill it turns into, on the same function. Pholeo reads the hotel’s document, lets you decide what stands, and keeps the estimate and the actual on one line.

Book a Spec SyncPricing
A planner cuts through a towering stack of banquet event orders and invoices with a highlighter held like a blade; the pages fan out into order.
  • “BEOs aren’t signed until we get onsite.”
  • “Right before show, before guarantees, it’s: does my BEO match your BEO?”
  • “On bigger shows everyone’s running around with their own BEOs.”
  1. 01/ The program
  2. 02/ One function
  3. 03/ The BEO
  4. 04/ Budget

From the hotel’s BEO to the final bill

One line carries the spec, the BEO and the banquet check.

  1. 01

    Event Builder

    It reads the BEO. You decide what stands.

    Hand it the hotel’s BEO or a whole packet. Every value it proposes quotes the page it came from, and nothing is written to the event until you accept it, line by line. A document never overrides what you know.

  2. 02

    Estimates and actuals

    The banquet check goes on the same line as the estimate.

    When the final check arrives, enter the actual against the function and the budget compares it to the plan, with service charges and taxes applied the way the venue applies them.

  3. 03

    Redlines

    Mark up the venue’s document in context.

    Review a BEO against the program, flag what disagrees, and send one clean round of changes rather than a chain of replies.

  4. 04

    One BEO

    Your version and theirs, checked against the same record.

    The BEO-style print you send and the one the hotel sends back are both read against the function. The question stops being whose BEO is right and becomes which line changed.

See it on your own spec

A Spec Sync builds your first board from one real BEO or function sheet.

“When my hotel got the event order, there was no confusion. It was all right there.”
Jack Voorhees

Jack Voorhees

Senior Director of Events, URMIA

Five stars on G2

Lauren Koleszar, CMP

Case study · ASIS GSX

“It’s faster. It’s more accurate. And I don’t have to chase the details anymore.”

ASIS International moved GSX’s specs, budget and reconciliation into Pholeo, and ran the show onsite without binders for the first time in fifteen years.

Lauren Koleszar, CMP

Meetings Manager, ASIS International

Read the story

FAQ

Questions planners ask about beo & invoice management.

Straight answers. If yours is not here, ask it on the Spec Sync.

Can Pholeo read the hotel’s BEO format?

Event Builder reads BEOs and banquet packets from different venues into a draft for your review. Each value it proposes shows the page it came from, and you accept, change or reject it before anything is written to the event.

How are service charges and taxes handled on a BEO line?

Each category carries its own charges, admin fee and tax, set per venue, so a catering line and an AV line are treated differently without a formula to maintain. Pre-tax and all-in totals show side by side.

What happens when the hotel sends a revised BEO?

Read the revision in and Pholeo changes only the functions it names; the rest of the program is untouched. The log shows what moved and when.

How does this help with the final bill?

Actuals are entered on the lines they belong to, so the master bill is compared to the plan function by function. In the ASIS GSX case study, that is the reconciliation workflow the team used.

Can the venue see or edit anything?

Only what you choose. A catering manager can be given a portal link to review and comment on the functions that concern them, with a feedback thread, and no access to the budget.

Does it replace our current BEO process?

It can be the primary tool or sit beside the venue’s own. Some planners generate their BEO-style sheets from Pholeo and send them; others keep the hotel’s paper and use Pholeo to check it and carry the numbers.

Keep exploring

Bring the event out of your head.

Share one spec and we will build your first board with you.

Book a Spec SyncPricing