Pholeo

$ budget --built-from-the-specs

“I know in my head, 49,000 from 75.”

An association planner, on a custom demo

A budget that is built from the specs, not beside them. Estimates come from the functions, actuals land on the same lines, and the dashboard reads the same numbers finance will ask about.

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spec sync · transcript

  1. ›It falls primarily in the workbooks. Each workstream has its many budgets and that flows into the main.
  2. ›We never really got the AV pricing or the deco pricing into Smartsheet.
  3. ›I have a huge budget spreadsheet.
A planner holds up a glowing budget dashboard like a shield, deflecting a hail of broken spreadsheet cells, cracked formulas and dollar signs.
  1. 01/ Budget
  2. 02/ Areas
  3. 03/ One function
  4. 04/ Dashboard

A budget that is built, not maintained

The estimate comes from the specs. The actual lands beside it. Finance reads the same numbers.

  1. 01

    Cost centers and areas

    Roll up the way finance needs and the way planners think.

    Group by budget area for the team, by cost center or GL code for accounting, and by program versus non-program for the board report. It is one set of numbers, viewed three ways.

  2. 02

    Live

    Figures update as the program changes.

    A count edited on the board or a menu swapped on a function shows in the budget without a refresh, for everyone who can see it.

  3. 03

    Actuals and reconciliation

    Capture invoices against estimates and close the event.

    Actuals are entered on the lines they belong to. The dashboard shows estimate, actual and variance, so reconciliation is reading, not rebuilding.

  4. 04

    Revenue

    Sponsorship and registration revenue beside the spend.

    Track booked and pipeline revenue against the same event, so the number the board asks about is on the same screen as the cost of delivering it.

See it on your own spec

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

“With Pholeo the real-time numbers are always just a click or tap away.”

Regina Panza

F&B Lead

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 budget dashboard.

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

How is the budget built?

From the functions. Every priced line on a function carries its charges and tax and rolls into its budget area and cost center. There is no second workbook to keep in step with the specs.

Can I report by GL code?

Yes. Cost centers can carry your GL structure, including sub-codes, and the data export and reports group by them. In the ASIS GSX case study, four-part GL coding was the shape the team worked in.

What if a cost is split or cross-charged?

A function can carry lines in different cost centers, so the committee meeting’s coffee can hit the committee budget while the lunch hits the conference. The rollups follow.

Can the team work in it at the same time?

Yes, with roles. A read-and-write member edits, a comment-and-complete member marks things done, a viewer reads. Changes reach every open screen as they happen.

How do budget cuts get worked?

Filter the lines, change the counts or the menus, and watch the areas move. Because the estimate comes from the specs, a cut is a change to the program, not a formula edit.

Where do revenue numbers come from?

You record sponsorship and registration revenue by category and stage, with booked and pipeline kept separate. Pholeo does not process registration; it holds the numbers against the event.

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