Stop chasing suppliers and payments across five different tools
Belvak replaces the spreadsheets, proposal docs, and invoicing apps that event companies juggle. One platform for proposals, event projects, supplier tracking, and deposit-to-final billing.
Free for 1 user. Team access, dashboards, time tracking, service contracts, recurring billing, and hiring require Professional.
The problem
Sound familiar?
Event management companies face unique operational challenges that generic project management tools were never designed to solve.
Deposits out before payments come in
Supplier deposits can fall due before client payments arrive. When a client pays late, covering suppliers and keeping the event moving puts pressure on your cash flow.
Scope creep drains event budgets
Extra requests can turn into unpaid work. Without an itemized proposal tied to the project budget, it is hard to separate the agreed scope from additions that need approval and billing.
Supplier management scattered everywhere
An event can involve suppliers with different payment terms and deposit schedules. With contacts in your phone, costs in spreadsheets, and invoices in email, it is hard to see who has been paid and what is still due.
Proposals that never connect to delivery
Proposals in Word, contracts in DocuSign, invoices in QuickBooks. Three disconnected steps with data re-entered at each stage. Once accepted, you rebuild everything in your project tracker from scratch.
The solution
One platform, every workflow
Purpose-built for event management companies that need proposals, projects, billing, and supplier tracking in a single system.
Proposals that convert into events
Draft event proposals with scope, deliverables, and pricing. When the client accepts, convert the proposal into a live project with one click. Budget, timeline, and scope flow through automatically.
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Events as projects with budget tracking
Every event is a project with a contract value, team assignments, and timeline. Track progress, monitor costs against the agreed budget, and see collection status in real time.
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Milestone invoicing with payment tracking
Set up deposit, midpoint, and final invoices for each event. Track which clients have paid and which are overdue. See your cash position across all active events at a glance.
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Supplier cost tracking per event
Log supplier costs against each event. Track which suppliers have been paid, which invoices are unpaid, and what your actual margins look like after all supplier costs are accounted for.
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A day in the life
A day in the life of an event company on Belvak
From morning planning to end-of-day review, here is how your team uses a single platform to run the entire business.
Review upcoming event timelines
Open the dashboard to see all events by status. Check which ones are in planning, which are this week, and which need vendor confirmations.
Send a deposit invoice
For example, a corporate client agrees to a 50% deposit for an annual gala. Create the deposit invoice against the event project.
Create a proposal for a new inquiry
A company wants a product launch event. Draft a proposal with itemized services, venue options, and a payment schedule.
Track supplier payments
Check which suppliers have been paid their deposits and which are still pending. Log a payment to the AV supplier.
Follow up on overdue client payments
Last month's conference client has not paid the final invoice. Check the payment history and send a follow-up.
Review event profitability
Compare supplier costs against client payments for completed events. See actual margins versus what was quoted in the proposal.
Capabilities
Built for how event companies actually work
FAQ
Questions event companies ask
Can I take a deposit and then a final payment for an event?
Yes. Bill each event with a deposit invoice and a final invoice, and record partial payments against them as the money comes in. Each invoice's status updates automatically as payments are logged, so you always know how much of an event is still outstanding.
Can I track supplier costs per event?
Yes. Log expenses against each event and keep supplier records in one place, so you can see what you have spent with suppliers on a given event. Comparing those costs to what the client has paid shows your real position on every booking.
How do proposals become booked events?
Draft a proposal with itemized scope, deliverables, and pricing, then convert it into a live event project with one click once the client accepts. The budget, timeline, and scope carry over automatically, so nothing is re-entered when the event becomes real.
Can I see which events made money?
Yes. Because every event is a project with a contract value, and supplier costs and client payments are tracked against it, you can compare what came in with what went out on each event. That lets you see actual margins instead of guessing from the original quote.
Can I invoice clients in different currencies?
Yes. Belvak supports billing in 50-plus currencies, and each invoice keeps its own currency. That suits event companies handling corporate clients and vendors across different markets.
Is Belvak a fit for a small event company?
Belvak is built for service companies of 5 to 50 people, which covers most independent and mid-size event teams. It brings proposals, event projects, invoicing, and supplier cost tracking into a single platform instead of a stack of separate tools.
Ready to run events without the spreadsheet chaos?
Connect event proposals, projects, suppliers, and invoicing in one workspace.
Free for 1 user. Team access, dashboards, time tracking, service contracts, recurring billing, and hiring require Professional.