Open a booked or finished event and the Overview tab starts with an Actual cost card. It adds up what the event has cost so far and shows the margin that leaves. It reads what has been recorded, so it grows as expenses, purchases and approved hours come in.
Before you start
- The event is Booked or Complete. The card does not show on other stages.
- Your seat can read financial reports. Seats that cannot read crew pay still see the card, with labor, actual cost and margin marked hidden.
Steps
- Open the event and stay on its Overview tab.
- Read the card from the top. Expenses and Purchases are what you recorded against the event. Labor is what its crew cost.
- Actual cost is the three added together. Actual margin, recorded so far is the revenue less that cost, with a percentage.
- Read the small print under the lines. It names the revenue the margin used and anything that was left out.
What the numbers use
- Labor.
- Scheduled hours stand in until a timecard's actual hours are approved. Approve your staff's hours covers that.
- Revenue.
- The quote's revenue after discount. For an event closed early, it is the pre-tax money collected.
- Service charge.
- On neither side of the margin.
The margin has no color on purpose. It is a running figure, not a final one. It can differ from the Est. margin tile, which works from the quote's estimated costs. How markup, margin and the buffer set a price explains the estimate.
Count prep hours in an event's cost
Hours your crew log outside a shift can be charged to one event.
- Open the Staff roster and click its Timesheets tab.
- Click Log time, or open an existing entry.
- Fill in the person, day and hours. In Event (optional), pick the event. Use Clear to remove the tag.
- Click Log time, or Save changes on an existing entry.
Crew can pick an event themselves when they log time in the staff portal. They can pick events they are staffed on. You can tag the rest when you approve.
Tagging costs the hours to the event in the cost reports. Pay, payroll and the 1099 do not change. Hours tagged to an event that is not yet booked sit on the Shared labor line. Prep that serves several events is better posted as a Shift. Post a shift for work that serves several events covers it.
Something look off?
Work through each check in order. Most fixes take under a minute.
The card is missing
- 1 · Check the stage. Only Booked and Complete events show it.
- 2 · Your seat may not read financial reports. Ask the owner to change your role.
Labor or margin says unknown
- 1 · A crew member has no pay rate. Set it on their contact or on the shift.
- 2 · The event has no revenue on file, so there is nothing to measure margin against.