Event planning software that shows what each event kept

The money goes out before it comes in

An event planner runs on somebody else's timing. A deposit when they book, nothing for six weeks, then the balance a few days before the day — or after it. Meanwhile the tent people want half up front, the caterer wants the food money two days ahead, and the casuals want paying on the night.

So the account is full in June and empty in July with no change in how much work you did. Worse, a deposit for an August introduction ceremony sits in the same account as the money you owe June's suppliers, and looks no different. Spending it feels like spending your own money right up until August.

PesaScope keeps a deposit as the client's balance rather than as this month's takings, and puts each supplier payment on the date it went out. What is left when an event closes is a number, not a feeling.

How one event runs through the book

1. Quote the packagePesaScope Pro turns the package into a quote you can send. When the client accepts, it becomes the invoice, so nobody retypes figures or argues later about what was agreed.
2. Take the deposit against the clientRecord it on their profile. It shows as their deposit balance, not as income, and is applied automatically when the final bill is raised.
3. Record each supplier payment as it goes outTents, catering, sound, décor, transport, the casuals on the night. Each an expense with a date and a category, and a photo of the receipt where there is one.
4. Close the event and read itRun the report across the event's dates. What the client paid, less what the suppliers took, is rarely the number you had been carrying in your head.

The list an event planner sets up

Pick "Event planning" at sign-up and this list is already there, and every line can still be priced differently for each client.

Everything here is a service line. Even tents and chairs you own are sold as a service — the client pays for their use on a Saturday.

One wedding, from quote to settlement

You quoted for 220 plates and served 280. Those sixty extra plates cost 720,000 — more than twice what the whole wedding kept. Nothing went wrong on the day; the guest list grew and the invoice did not.

There is no booking calendar

PesaScope has no diary. It will not hold your event dates, warn you that you have taken two weddings on the same Saturday, or give you a checklist for the week of the event. That is a real gap, and you should hear it now rather than a week after signing up.

What it holds is money — the quote, the deposit, the supplier payments, the balance, and what is left. Most planners already run their dates in a phone calendar and it works well enough. Very few run the money anywhere at all.

One thing it does that a calendar cannot: it tells you who still owes you and for how long. The aging report groups unpaid balances into 0–30, 30–60, 60–90 and 90+ days. A balance from a wedding four months ago does not arrive on its own.

Where an event's profit disappears

1. The guest list grows after the quoteExtra plates, extra chairs, a bigger tent. Real costs with no matching income unless you raise a revised invoice before the day, not after it.
2. A deposit spent on somebody else's eventMoney in your hand is not money you have earned. Holding deposits on the client's account is what stops June's suppliers being paid out of December's wedding.
3. Casuals paid in cash on the nightUshers, loaders, cleaners, the boy who ran for ice. Small amounts, no receipts, and the first thing to vanish from memory by Monday.
4. The balance that never cameThe event went beautifully, the family is delighted, and 2,000,000 is still outstanding. That belongs on the debtor list, not in your head.

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