Pholeo

$ tax --service-charges --admin-fees

“Whether the admin fee is taxed or untaxed, our cost sheet doesn’t do that.”

An agency producer, on a discovery call

Service charges, admin fees and taxes, applied the way each venue applies them. Set the percentages and the stacking order once per category, and every line inherits the right math.

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A planner stacks heavy translucent blocks marked with percent symbols into a balanced tower with one hand while checking a tablet with the other.
  • “They just had it as tax. There wasn’t a column for service charge and admin fee.”
  • “The formulas weren’t correct, so I had to add in the tax and the admin fee to match the BEOs.”
  • “Bartender and server, and you probably already know whether or not they are taxed.”
  1. 01/ Tax setup
  2. 02/ One function
  3. 03/ Inclusive totals
  4. 04/ The BEO

The venue’s math, modeled once

Set the percentages and the stacking order per category. Every line inherits them.

  1. 01

    Per category

    Catering, AV, rentals and labor each get their own treatment.

    Set the percentages and the stacking order per category, including whether the admin fee is taxed. A line inherits its category’s math, so a new coffee break is right the moment it is added.

  2. 02

    Pre-tax and after-tax

    See both numbers, everywhere.

    Budget views show subtotal, inclusive and final totals, so a conversation with the venue and a conversation with finance can use the same screen.

  3. 03

    Off switch

    Charges can be disabled where they do not apply.

    Some suppliers quote all-in. Turn charges off for them and the rest of the program is untouched.

  4. 04

    Per venue

    A different city, a different set of rules.

    Rates live on the event, so the program in Chicago and the program in Austin each carry their own, and duplicating last year’s event brings the structure without the old percentages.

See it on your own spec

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

“Instead of multiple versions of Excel sheets and PDFs, I had a single source of truth.”
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 custom tax rates.

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

What charges can be modeled?

Service charge, administrative fee, gratuity and sales tax, each as a percentage per category, with the order they stack in and whether a charge is itself taxed.

Can different categories have different rules?

Yes. Catering, AV, rentals, labor and anything else you define each carry their own percentages. A labor line can be untaxed while the food beside it is taxed and service-charged.

What about a supplier who quotes all-in?

Turn charges off for that supplier or category. Their lines show the quoted figure as the inclusive total and nothing else in the program changes.

Does the BEO show the same totals?

The BEO-style print and the budget read the same lines with the same math, so the inclusive figure you send the hotel is the one your budget carries.

Can I check the venue’s math?

Enter the venue’s rates and the subtotal from their BEO; the inclusive total Pholeo shows should match their document. When it does not, the difference is usually a stacking rule, and it is visible.

Is this tax advice?

No. Pholeo applies the rates and rules you enter from your contract or the venue. The right percentages for a jurisdiction come from the venue and your finance team.

Keep exploring

Bring the event out of your head.

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

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