Stop chasing vendors 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, vendor tracking, and milestone billing.
Sound familiar?
Event management companies face unique operational challenges that generic project management tools were never designed to solve.
Cash flow gaps between deposits and collections
Vendor deposits are due at booking, but clients may have only paid 25-30%. Corporate clients pay 60-90 days post-event. On 10-20% margins, a single late-paying client triggers a domino effect across your vendor payments.
Scope creep eats 20% of event budgets
65% of event planners face budget overruns. 'Just add a photo booth' snowballs into thousands in uncompensated extras. Without itemized proposals tied to project budgets, there is no baseline to push back against.
Vendor management scattered everywhere
A mid-size event involves 8-15 vendors, each with different payment terms and deposit schedules. Contact info in your phone, costs in a spreadsheet, invoices in email. No centralized view of who has been paid and who has not.
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.
One platform, every workflow
Purpose-built for event management companies that need proposals, projects, billing, and vendor tracking in a single system.
Proposals that convert into events
Draft event proposals with scope, deliverables, and pricing. When the client approves, 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 tied to event milestones. Track which clients have paid and which are overdue. See your cash position across all active events at a glance.
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Vendor cost tracking per event
Log supplier costs against each event. Track which vendors have been paid, which invoices are pending, and what your actual margins look like after all vendor costs are accounted for.
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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
A corporate client just confirmed their annual gala. Generate and send the 50% deposit invoice tied to 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 vendor payments
Check which vendors 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 vendor costs against client payments for completed events. See actual margins versus what was quoted in the proposal.
We used to lose track of what vendors had been paid versus what clients owed us. Everything was in spreadsheets and email. Belvak gave us one place to see every event, every invoice, and every payment. The proposal-to-project flow alone saved us hours of re-entering data every week.
Lina H.
Owner, 12-person event management company
Built for how event companies actually work
Ready to run events without the spreadsheet chaos?
Join event companies that replaced scattered tools with one platform. Book a demo to see how Belvak connects proposals, projects, and invoicing.