---
title: "Budget and Expense"
slug: "event-budget-and-expense"
updated: 2025-01-17T20:45:21Z
published: 2025-01-17T20:45:21Z
canonical: "docs.blackthorn.io/event-budget-and-expense"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.blackthorn.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Budget and Expense

Managing your Event's budgets and expenses has never been easier. Organize spending, track budgets, and observe at a high level, how you are tracking for each Event.

[Embedded content](https://www.youtube.com/embed/6ux7fznzJRg)

The first step is creating a Budget & Expense record to group all future created Expense Entry records.

Then you can create expense records related to an Event, and based on the Budget & Expense **Category**, they will automatically relate to the Budget & Expense record, then roll up to the Event.

## Create a Budget & Expense Record

1. Click **New** on the "Budget & Expenses" (related list) on the Event. ![New Budget and Expenses](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/New%20Budget%20and%20Expenses.png)
2. Enter the **Estimated Amount**.
3. Select the **Category** and **Subcategory**.
4. Click **Save**. ![Save Budget and Expenses](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/Save%20Budget%20and%20Expenses.png)

Creating a Budget & Expense record rolls up the totals to the Event.

![Budget and Expense record](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/Budget%20and%20Expense%20record.png)

## Create an Expense Entry

Once you have an actual price based on your budget, you can file an expense. Expenses track the actual amount you have spent overall on your Event. In the example below, we budgeted for $50 but actually spent $75 on Audiovisuals.

![Log an Expenses](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/Log%20an%20Expenses.png)

To create a new Expense Entry follow these steps:

1. Click **New** on the "Expense Entries" (related list) on the Event. ![Expense Entries](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/Expense%20Entries.png)
2. Enter the actual **Amount**, **Category**, **Subcategory**, **Transaction Date**, and **Vendor (Account)**. *You don't need to define the Budget & Expense. If you already created one with that **Category**/**Subcategory**, it will be automatically added.* ![New Expense Entry](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/New%20Expense%20Entry.png)
3. Click **Save**.

## Auto Populate Data

If you add a new Expense Entry, and define the **Budget & Expense** field you don't need to define the **Category** or **Subcategory**. This will automatically populate from the Budget and Expense record.

If the Budget & Expense record is associated with an Event, the Event is auto-populated on the Expense Entry. ![Auto populate expense data](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/Auto%20populate%20expense%20data.png)