9 most user-friendly budgeting apps for event planners
We round-up the best budgeting apps and software for event creators – spanning from super simple personal budgeting apps to more robust software suitable for event teams. Let's go!
Share
Budgeting is key for any event, no matter how big or small it is. It’s the thing that keeps all of those spinning plates, well… spinning. Staff payroll, travel costs, venue hire, equipment, insurance, contingency costs – the list goes on. And things can soon get out of control when you don’t have a clear view of your event’s finances.
Thankfully, there are plenty of user-friendly (life-saving?) apps that can turn all of this headache-inducing stuff into a walk in the park.
In this guide, we round up the best budgeting apps for event planners, focusing specifically on apps that offer an accessible approach to money-management.
Best budgeting apps for event planners – 1 minute summary
Joi: Best for multi-event planners needing real-time tracking and forecasting.
QuickBooks Online: Great for small business event planners needing project-based accounting.
YNAB: Great for solo event planners who want to assign every pound and stick to a budget.
Zoho Expense: Best for small teams running recurring events.
Quicken: A good fit for freelancers or solo event planners who want combined personal + event budgets.
Snoop: Free option for solo event planners seeking insights and savings tips on spending.
FreshBooks: Ideal for service-based event planners who need invoicing and project tracking.
Emma: Simple visual dashboards for solo event planners managing cash flow.
Pleo: Perfect for event teams needing spend management and approval workflows.
What to look for in a budgeting app
When choosing a budgeting app as an event creator, look for ease of use and clarity. You definitely don’t want a tool that makes you feel you need an accounting qualification 😰.
Think about whether you need multi-event tracking, vendor management, or forecasting tools, especially if you run recurring or large events. Apps that allow you to track expenses in real time, generate reports, and compare actual costs vs. budget projections will save you hours of stress and spreadsheet work. Phew.
Joi is a budgeting tool built specifically for event planners, designed to keep track of all costs, vendors, and revenue in real time.
Whether you’re a festival organizer juggling multiple line-items like artists, catering, and equipment, or a corporate events organizer running conferences across the year, Joi helps you see every expense and forecast your budget with ease.
Key features
Real-time cost tracking: Monitor all expenses, vendors, and revenue as they happen to avoid surprises.
Customizable templates: Quickly set up budgets for recurring events or similar event types.
Vendor management: Track quotes, invoices, and payments from multiple suppliers in one place.
Multi-currency support: Easily handle expenses and revenue in different currencies for international events.
Forecasting tools: Compare projected budgets versus actual spending to keep events on track financially.
Pricing
Joi’s pricing is based on how many active events you have at any one time. It doesn’t matter what size your events are; pricing is based on the number of events only.
Pricing starts at £30/month for 10 active events.
Pros
Built specifically for event planners – no clutter from unrelated features
More expensive than simple personal budgeting apps
Pricing and structure mean it's probably overkill for very small or one-off events
QuickBooks Online
QuickBooks Online is a robust accounting platform that goes beyond simple budgeting, offering tools for income tracking, expense management, and project-based reporting.
A solo planner or agency managing multiple events can allocate budgets per project, track profitability, and even manage taxes. For example, a music festival organizer could track spending per stage or per day, ensuring each component of the event stays within budget.
Key features
Project-based tracking: Allocate budgets per event or project for accurate profitability tracking.
Automated expense categorisation: Let QuickBooks automatically sort expenses to save time.
Bank & credit card integration: Sync accounts for up-to-date financial information without manual entry.
Budget vs. actual reporting: Quickly compare planned budgets with real spending to spot issues.
Tax & compliance tools: Keep tax-ready records and reports for easier end-of-year filing.
Pricing
Quickbooks online has a range of different plans, but only the two pricier plans include the platform’s budgeting feature:
Simple start: £16/month – limited features and no budgeting features.
Essentials: £38/month – limited features and no budgeting features.
Plus: £56/month – more features + full access to budgeting tools.
Advanced: £123/month – advanced features + full access to budgeting tools.
Pros
Robust accounting and budgeting tools
Highly trusted and widely used
Scalable for growing event businesses
Cons
Slightly more complex interface for beginners
May include features unnecessary for very small events
YNAB (You Need A Budget)
YNAB is a personal budgeting app that helps users give every pound a “job,” encouraging proactive and intentional spending. It’s technically designed for personal finance, but there’s no reason you can’t use it as an event planner. If you run smaller, less complex events, this app can easily be used to manage tight budgets and control your cash flow. For example, a local fan convention organizer could allocate funds to venue hire, marketing, and actor fees to help make sure each event is profitable.
Key features
Zero-based budgeting: Allocate every pound to a specific purpose, so all income is accounted for.
Goal tracking: Set savings or spending goals for specific events or projects.
Real-time reporting: See exactly where your money is going and how it affects your budget.
Multi-device sync: Track budgets from your phone, tablet, or computer seamlessly.
Spending alerts: Stay aware of overspending before it becomes a problem.
Pricing
YNAB is subscription-based and comes with a free trial:
Monthly plan: £14/month – full budgeting features, multi-device sync
Annual plan: £98/year – full budgeting features, multi-device sync
Pros
Highly intuitive and user-friendly interface
Encourages proactive budgeting habits
Flexible enough for both personal and small event planning
Cons
Not specifically designed for multi-event tracking or team use
No invoicing or accounting integrations
Zoho Expense
Zoho Expense is a smart expense and budget management tool that helps teams track spending in real time, manage approvals, and generate budget reports. Small event companies or teams running recurring events can use it to monitor travel, catering, or supplier costs, so all expenses are captured and budgets are maintained across multiple events.
Key features
Automated expense capture: Snap receipts or import transactions to reduce manual entry.
Multi-currency & multi-user support: Track team spending across different countries and currencies.
Custom budget rules & alerts: Set limits and receive notifications to prevent overspending.
Approval workflows: Streamline team expense approvals with automated routing.
Accounting integrations: Connect seamlessly with platforms like QuickBooks or Xero.
Pricing
Zoho Expense offers tiered plans depending on team size and features:
Standard: £5/user/month – core expense tracking and receipt capture
Professional: £8/user/month – budgeting, reporting, and multi-user approval workflows
Premium: £12/user/month – advanced reporting, analytics, and integrations
Pros
Strong multi-user features for team collaboration
Integrates well with existing accounting software
Automated expense management saves time
Cons
Some features may be more than a solo planner needs
Interface can be busy for new users
Quicken
Quicken is a versatile finance management app that combines personal and business budgeting in one platform. Solo planners or freelancers can use it to manage both event-related costs and personal finances in one place. For example, a freelancer running pop-up workshops can keep track of venue fees, marketing spend, and ticket income, while also monitoring household expenses, all within a single dashboard.
Key features
Personal + business modes: Switch between personal and event-related finances easily.
Bill tracking & alerts: Receive reminders and track recurring bills for smooth cash flow.
Cash flow & net worth reporting: Understand your financial health at a glance.
Investment & account tracking: Monitor investments or business accounts alongside your event budgets.
Cloud sync across devices: Access budgets and reports anywhere with automatic syncing.
Pricing
Quicken’s plans are annual and vary by feature set:
Starter: £34.99/year – basic personal & business budgeting, bill tracking
Premier: £74.99/year – advanced reporting, priority support, full budgeting capabilities
Pros
Combines personal and business budgets
Simple interface, easy for beginners
Strong reporting capabilities
Cons
Less specialised for multi-event planning
Desktop-heavy, cloud features limited
Snoop
Snoop is a personal finance app designed to give users insight into spending and opportunities to save money. Again, this app is designed for personal use but it can also be really handy for solo event creators or small planners who want to optimise costs and monitor cash flow.
For example, a solo nightlife planner could receive alerts about cheaper supplier options or cashback opportunities.
Key features
Automated expense analysis: Categorises spending and highlights patterns for smarter decisions.
Savings suggestions: Provides personalised tips to reduce unnecessary costs.
Real-time alerts: Notifies users of upcoming bills, high spending, or potential savings.
Goal setting: Helps allocate funds for upcoming events or projects.
Secure bank integration: Links accounts safely for a complete view of finances.
Pricing
Snoop is free to download and use. There are no paid tiers; all features, including bank linking and alerts, are included.
Pros
Simple, intuitive interface for solo planners or small businesses
Helps identify cost-saving opportunities
Real-time alerts keep spending under control
Cons
Not designed for multi-event budgeting or team collaboration
Limited reporting or invoicing capabilities
FreshBooks
FreshBooks is an intuitive accounting platform that simplifies expense tracking, invoicing, and project-based budgeting. Small business event planners can use it to monitor expenses, and see profitability at a glance. Ideal for hosts of networking events, class instructors, and workshop organizers.
Key features
Automated expense tracking: Link bank accounts and credit cards to automatically record costs.
Project-based tracking: Monitor budgets and profitability for each event or client project.
Invoicing & payments: Send invoices and receive payments quickly within the platform.
Multi-device cloud access: Track finances from any device, anywhere.
Reporting & insights: Generate simple reports to understand profitability and cash flow.
Pricing
FreshBooks has tiered monthly plans depending on the number of clients and features:
Lite: £6/month – basic expense tracking and invoicing for up to 5 clients
Premium: £20/month – team access, advanced reporting and workflows
Pros
Extremely user-friendly, minimal learning curve
Great for invoicing and expense tracking combined
Cloud-based, accessible anywhere
Cons
Not built specifically for multi-event tracking
Lacks some advanced forecasting features
Emma
Emma is another personal finance app that can help solo planners manage cash flow, track expenses, and maintain financial visibility. A yoga teacher running weekend classes or a small creative workshop host can use Emma to track income, monitor spending categories, and make sure profits stay healthy without getting bogged down in complex accounting systems.
Key features
Automated expense categorisation: See where money is going across different spending categories.
Visual dashboards: Quickly spot trends, overspending, or areas to cut costs.
Bill & subscription tracking: Keep track of recurring costs like software, venue rentals, or services.
Multi-account support: Manage multiple accounts in one interface to separate event vs. personal finances.
Notifications for overspending: Receive alerts to stay on budget and avoid surprises.
Pricing
Emma offers both free and paid options:
Free: £0 – core budgeting and transaction tracking
Premium: £9.99/month – full reporting, enhanced notifications, multiple account management
Pros
Highly visual, easy-to-read dashboards
Quick setup and low learning curve
Helps maintain financial discipline for small events
Cons
Limited multi-event features
Not designed for team collaboration
Pleo
Pleo is a team-focused expense and spending management tool that gives businesses visibility and control over budgets. Event teams can provide staff with prepaid cards, track spending in real time, and set budget limits for each project. For example, you could use Pleo to allocate a fixed catering budget to each coordinator or give volunteers a card for last-minute supplies, with every purchase tracked instantly. Nice.
Key features
Prepaid company cards: Give team members spending cards tied to specific budgets.
Real-time expense tracking: Monitor every transaction as it happens across your team.
Budget management per project: Assign budgets to events, departments, or teams for control.
Automated receipt capture: Employees snap receipts and upload them instantly for approval.
Accounting integrations: Sync all spending data with accounting software for streamlined reporting.
Pricing
Pleo is priced per user per month, designed for teams:
Starter: £5/user/month – core expense tracking and prepaid company cards
Premium: £9/user/month – budget controls, multi-event tracking, team workflows
Enterprise: Custom pricing – advanced reporting, integrations, dedicated support
Pros
Excellent for teams and collaborative budgeting
Streamlines approvals and receipts
Easy to integrate with accounting software
Cons
Less relevant for solo planners
Pricing can add up with larger teams
💸 The most budget-friendly ticketing platform around
Sticking to your event budget can be challenging, but it’s made a whole lot easier when you’re not overspending on areas you don’t need to. Case in point: Ticket Tailor is the cheapest ticketing platform in the market, with simple flat-fee pricing that can save event creators thousands when they switch from major players like Eventbrite. We’re also a much cheaper alternative to TicketLeap, TicketSource, and TicketSpice Woohoo! 🎉
