Understanding Financial Summaries
The financial summary brings together all the numbers for an event into a single view — invoices, costs, credit notes, commissions, and key profitability metrics. It's your go-to page for checking whether an event is on track financially.
Getting There
Open an event and click the Summary tab (available after the event is contracted).
What the Summary Shows
The summary page is organised into several sections:
Event Header
Shows the event's key details: status, date, account, primary contact, event name, and assigned managers.
Authorised Client Invoices
A table listing all authorised and paid client invoices with their amounts. This shows how much has been billed to the client.
Cost Breakdown
Depending on your settings, costs are presented in one of two ways:
- By supplier — Costs grouped under each supplier, showing what you owe to each
- By cost type — Costs grouped by type (e.g., Catering, AV, Staffing), showing the breakdown by category
Credit Notes
A table listing any credit notes issued on this event, with their amounts.
Commission Invoices
Commission receivable invoices, showing any commission income from suppliers (this section can be hidden via settings).
Key Financial Metrics
At the bottom, large summary figures give you the overall picture:
| Metric | Description |
|---|---|
| Price | The event's total reported price. A check mark appears if this matches the total of client invoices minus credit notes. |
| Total Costs | The sum of all cost line items |
| Total Commissions | The net commission amount. A check mark appears if this matches commission invoice totals. |
| Profit | Price minus costs plus commissions |
| Margin | Profit as a percentage of the total price |
If the event has been contracted, each metric also shows the contracted value — the figure at the time of contracting — so you can see how the numbers have changed since then.
Custom Notes
Your administrator can configure custom notes that appear on the summary, such as standard disclaimers or internal reminders.
Exporting the Summary
The summary can be exported in several formats:
- PDF — A formatted document suitable for printing or sharing
- Excel (XLS) — Spreadsheet format
- CSV — Comma-separated values
Click Export and select your preferred format.
The Check Mark Indicators
The summary uses green check marks (✓) to indicate when figures are in agreement:
- Price ✓ — The reported price matches the total of authorised client invoices minus credit note amounts
- Commissions ✓ — The calculated commission total matches the commission invoices
These indicators help you spot when there's a discrepancy between your costs/pricing and what's been invoiced.
Tips & Best Practices
Tip: Review the summary before closing an event to ensure everything balances. The check mark indicators make it easy to spot if any invoices are missing or if amounts don't match.
Tip: Use the contracted value comparisons to track how an event's financials have evolved since it was confirmed. This helps identify where costs increased or margins shifted.
Frequently Asked Questions
Q: Why don't I see the contracted values?Contracted values are only shown if the event has been through a contracted status. They capture a snapshot of the figures at the time of contracting.
Q: What does it mean when the Price check mark is missing?It means the total of your authorised client invoices (minus credit notes) doesn't match the event's reported price. This could mean you need to create another invoice, or there's a pricing discrepancy to investigate.
Q: Can I customise which sections appear on the summary?The summary layout is fixed, but your administrator can control some aspects via settings — such as whether to show cost types, whether to display commission invoices, and custom notes.
Q: Is the summary affected by draft invoices?No. Only authorised and paid invoices are included in the summary figures. Draft invoices are not counted.