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AI agent for event planners

Event Budget Tracking Agent

An event budget that stays current and within approved limits

Budgets and moneyMonitoringHospitality and events
See how it worksGet access
Event Budget Tracking Agent: what goes in, what the agent does and what you get

What it does

Event costs move constantly as guest counts change, quotes are revised and the client adds requests. This agent keeps the working budget and reads each new quote, contract and invoice to update the matching line. It compares every line with the approved budget. A line more than 5% over gets a note with the cause and options, such as a different menu format or fewer AV extras; over 10% needs client approval. Before any payment, it checks the invoice against the signed contract for rates, quantities and fees, and holds mismatches for the vendor to correct. The planner approves payments. Edge case: a change in guest count triggers a recalculation of every per-person cost line, not just catering.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN New quote, contract or invoice arrives 2 USES A TOOL Update the matching budget lines 3 DOES Recalculate per-person lines if guest count changed 4 DOES Compare each line with the approved budget 5 CHECKS THE RESULT Are all lines within 5% of budget? If not: note the cause, suggest options and get clientapproval above 10%. Back to step 2. 6 USES A TOOL Check invoices against signed contracts 7 CHECKS THE RESULT Do rates, quantities and fees match the contract? If not: hold the invoice and draft a correction requestto the vendor. Back to step 6. 8 YOU APPROVE Planner approves payments and client approvesoverruns 9 RESULT Updated budget report
Read the steps as a list
  1. New quote, contract or invoice arrives
  2. Update the matching budget lines
  3. Recalculate per-person lines if guest count changed
  4. Compare each line with the approved budget
  5. Are all lines within 5% of budget?If not: note the cause, suggest options and get client approval above 10%. Back to step 2.
  6. Check invoices against signed contracts
  7. Do rates, quantities and fees match the contract?If not: hold the invoice and draft a correction request to the vendor. Back to step 6.
  8. Planner approves payments and client approves overrunsThe agent waits here for your OK.
  9. Updated budget report

How it decides

Lines over 5% need a note, and over 10% need client approval.

  • Over 5%: note
  • Over 10%: client approval
  • Invoices must match contracts

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Overrun thresholds
  • Budget categories
  • Report frequency
  • Approvers

What keeps you in control

It always asks you first

  • Planner approves payments
  • Client approves overruns

Hard limits

  • Never pays vendors
  • Never commits client funds

It stops when

  • Done: event closed
  • Stop: event canceled

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensCatering rose 12% when the guest count grew from 180 to 205, so the budget check failed. The agent recalculated all per-person lines and suggested a buffet instead of a plated meal. The client approved the higher plated cost. The AV invoice then billed 4 microphones against 3 in the contract, so the agent held it. The vendor corrected it and the planner approved payment.

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