Budget: lines, profitability, scenarios and exports

What this feature is for

The budget tracks the event's expenses and income, line by line, with the real status of each commitment, the break-even point, and comparison scenarios.

Where to find it

Preparation → Budget, with sub-sections for lines, analysis, break-even point, and exports.

Steps

1. Create your categories (technical, personnel, hospitality, communication, income).
2. Add lines: label, quantity, unit price, venue, supplier.
3. Update the status: draft, quote, committed, invoiced, paid, canceled.
4. Attach quotes, purchase orders, and invoices to the relevant lines.
5. Consult the break-even point: number of admissions or performances required to cover costs.
6. Create scenarios (low attendance, high attendance, unfavorable weather) to compare hypotheses.

Analysis and scenarios tabs

• Analysis: view amounts by day, department, supplier, category or status, filter, then extract the result for Excel. The day comes from the usage slots of the phases using the equipment, otherwise from the due date; an amount spread over several days is split, never counted twice.
• Each line can be linked to a department from your base (selector under the line label): the by-department breakdown then follows your own departments and functions, including the ones you added.

Your organization base ("My base")

• My base gathers your whole reusable environment in seven tabs: Teams, Roles & rights, Planning & run (planning categories, custom phases), Venues & sites (venue library, zone types, venue equipment categories), Equipment (catalog), Contracts & payroll, Live control (MIDI/OSC mappings). What you set once is reused in every new show; the director edits, members view. The open tab is kept in the page address.

• The My base dashboard tile gathers your organization's settings: departments and functions (editable: add, rename, drag to reorder), roles, equipment and venues.

• Three tabs separate the content: Departments and functions, Roles and permissions, Equipment and venues. Only one panel is displayed at a time, on desktop and mobile.

• Roles (system and custom) are managed directly in My base, in the "Roles and permissions" tab — reserved for the organization's director. They define access rights across all your shows. Each role can be attached to a department from your base: the list is then grouped by department (same order as the Departments and functions tab), with unattached roles at the end. This grouping is purely visual — permissions remain fully free and unchanged. The creation form labels each field (technical identifier, display name, description, department) and sums the process up: name the role, optionally file it under a department, tick its permissions, then Create.

• In Preparation → Staff → Departments & job functions, each job function has a key-shaped icon: it opens the list of created access roles and sets the function's default access role. Anyone assigned to that function automatically receives this access role — still adjustable per person afterwards. The icon is highlighted when a default role is set; choose "No default access role" to clear it.

• It also works the other way from an event's Staff table: choosing a job function applies its default access; changing someone's access offers Save to My base so this job function gets that access on your next events. My base grows show after show. You can also create your own access roles in My base → Roles.

• The Equipment and venues tab shows your organization's equipment catalog: search, filter by section, add and delete entries (section, category, brand, model, option, group). These entries feed the suggestions of the Technical tab's equipment lists across all your shows; the usage counter highlights the most-used entries.

• These settings are shared across all your shows: anything you add to your base appears in every show, existing or future.

• A new show starts with your base, but empty of any content: no schedule, artist or equipment from a past show is copied. There is no show template to pick.

• In the budget, linking a line to a department enables the Analysis → By department view and the Department column in the Excel extract.

• Scenarios: test cost hypotheses (change by category, line excluded, amount or supplier replaced) and revenue changes, compared to the reference budget. The real budget is never modified.

• Break-even and Charts each have their own tab.

7. Export a dated statement for your partners.

What happens next

Certain lines are created automatically: gross salary and social security contributions upon signing a contract, equipment sent from an annotation. They remain editable and maintain their original link to avoid duplicates.

Who can take action

Management and individuals with budget management permissions.

Common issues

• A surprising total: check quantity, unit price, currency, and status.
• A duplicate expense: check its source before deleting.
• The break-even point seems wrong: it depends on the ticket price and attendance capacity entered.

FAQ

Is the budget calculated in the browser?

No: the amounts are authoritative on the database side, which ensures that everyone sees the same figures.

Can multiple currencies be managed?

Yes, the currency is carried by the line; ensure its consistency in exports.