Industries
Bookkeeping for event management and event planning businesses
Client deposits, vendor payments and contractor crews, tracked event by event. Books that show what each event actually earned, and keep client money you haven't earned yet separate from money you have.
Monthly bookkeeping starting at $97 a month.
Event business bookkeeping problems I see
- Client deposits counted as income before the event happens
- Vendor payments for one event mixed with another
- No profit number per event
- Contractors paid all year with no W-9s
- Reimbursed client expenses double counted
- Cash flow surprises between busy seasons
Who I work with
Event planners, wedding planners, corporate event companies, venues, rental and decor businesses, and production crews.
What's included
- Each event tracked as its own project or class
- Client deposits recorded and matched to events
- Vendor payments assigned to the right event
- Profit by event: revenue minus direct costs
- Contractor payments tracked, with W-9s for 1099s
- Reimbursable expenses tracked separately
- A cash flow view of upcoming deposits and payments
Deposits are not always income yet
Money received for an event that hasn't happened yet is tracked as client deposits until the event, so you can see what you've actually earned.
Sales tax
Whether event services, rentals or food are taxable depends on the state. I flag what needs a closer look.
Profit for one event
A wedding with a $30,000 contract.
| Contract revenue | $30,000 |
| Venue, catering and rentals paid to vendors | -$18,500 |
| Day-of crew (contractors) | -$3,200 |
| Profit before overhead | $8,300 |
Made-up numbers. Without event tracking, this profit gets lost in the monthly totals.
How it works
- 1
Free call
We go over how you price, take deposits and pay vendors.
- 2
Setup
Events set up as projects, with deposit and vendor tracking.
- 3
Monthly close
Books closed by the 7th, with profit by event.
- 4
Year end
1099s for your contractors and a tax-ready package.
What I need from you
- Access to your accounting software and bank feeds
- Your event list and contracts
- How deposits and final payments are collected
- Vendor and contractor details
Documents go through my secure client portal, never email.
Event business questions
When is a deposit taxable income?
On the cash method, generally when you receive it, even before the event. Tracking deposits by event still matters for knowing what you've earned and what you'd owe in refunds.
Do I need to send 1099s to my crew?
If they're contractors paid $2,000 or more in 2026, generally yes. See 1099 filing.
Can you track profit by event type?
Yes: weddings, corporate, private, or however you group them.
What about client reimbursements?
Reimbursed expenses are tracked separately so they don't inflate revenue or costs.
Know what every event earns
Book a free call, or send a message about your business.