Finances
Finances is an event's budget: what it brings in, what it costs and whether it's on track. It's for Administrators and Ministry Leaders of the event's ministry, and only shows for events with Finances turned on under Settings > Features.
The numbers at the top
Tracked and Simple events:
- If Filled: what you'd bring in if every spot filled.
- Collected: payments received, including financial aid applied to balances.
- Still Owed (Tracked only): click it to see who owes what.
- Costs: your expenses.
- Profit: projected while the event is running, final once you close it out.
Free events show Sign-ups, Costs, Funding and what's Out of Pocket.
Add costs and funding
- Edit Costs: your cost per participant and per leader.
- Add Expense: anything else, like transportation, T-shirts or a speaker.
- Add Funding: money from your church budget, a sponsor or another source.
Click a line in the Profit & Loss Statement to change it.
Cancelled registrations
If someone cancelled after paying and nobody decided what to do with the money, a banner asks you to decide. Open the registrant and choose to refund or keep it. See Cancel a registration.
Close out an event
When the event is over and the money is in:
- Click Close out.
- For anyone still owing, choose Call it done or Still expecting it.
- Click Close out event.
Costs switch to your actual headcount and profit becomes final. Click Reopen to undo.
Export
Click Export Report, tick the sections you want (summary, registrants, payments, expenses, financial aid and outstanding balances) and click Generate PDF.
All events at once
Settings > Reports shows totals across all your active events.
Common questions
Financial aid isn't counted as a cost. Aid lowers what families owe. It's shown in the Financial Aid card for reference but doesn't reduce profit.
I can't set a Transportation cost. Use Add Expense and name it Transportation.