Time Tracking Software for Event Planning Agencies
Event planning involves extensive coordination, vendor management, site visits, and on-site execution that requires careful time tracking across multiple event phases. Professional time tracking helps event planning agencies bill accurately for planning work, coordination, and event execution while maintaining profitability on events.
Why Event Planning Agencies Need Better Time Tracking
Event management companies coordinating venues, vendors, timelines, and budgets for corporate and social events.
Tracking time spent on event planning, vendor coordination, and client meetings
Measuring hours for site visits, venue tours, and event setup
Capturing time for on-site event execution, coordination, and breakdown
Documenting hours spent on different event phases for accurate billing
How AgencyPro Solves Time Tracking for Event Planners
Smart time tracking with project-level timers, billable/non-billable categorization, and team timesheets.
Track time by event phase (planning, coordination, execution, post-event) for detailed billing
Monitor time spent per event and client to optimize pricing and identify high-maintenance accounts
Categorize time by activity (planning, vendor coordination, site visits, execution) for accurate service pricing
Generate reports showing time allocation across events and clients for profitability insights
How It Works
Track Event Activities
Start timers for event planning, vendor coordination, site visits, or event execution with automatic client and event categorization.
Monitor Event Phases
Associate time entries with specific event phases (planning, coordination, execution) to track event progress and billing.
Bill and Report
Export time data to invoices showing exactly what event planning work was performed, with detailed breakdowns by phase and activity type.
Frequently Asked Questions
How do we track time for events that require extensive on-site coordination?
Use mobile apps to track time during site visits and event execution, with the ability to log time even when moving between locations. Event execution time can be tracked separately from planning work, and the system allows you to see time spent on setup, actual event coordination, and breakdown. Many event planning agencies bill on-site time at different rates than planning time.
Can we track time separately for event planning vs vendor coordination vs execution?
Yes, you can create separate time categories for planning work, vendor coordination, site visits, and event execution. Each phase has different time requirements and may be billed at different rates. Tracking this time separately helps you understand the true cost of event planning services and price them accurately.
How do we handle time tracking for events that span multiple days?
Create event-based time entries that can span multiple days, with the ability to track time for each day separately. The system aggregates all time spent on an event, including planning, coordination, and execution time, ensuring all event planning hours are captured and billed correctly, even for multi-day events.
What about tracking time for vendor meetings and venue tours?
Track all vendor and venue-related time separately from client meetings. This includes time spent meeting with vendors, touring venues, and coordinating with suppliers. The system allows you to see time spent on vendor coordination, helping you understand the true cost of comprehensive event planning and price your services accordingly.
Time Tracking for Other Industries
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More AgencyPro Solutions for Event Planners
Invoicing Software for Event Planning Agencies
Professional invoicing with time-to-invoice automation, multiple payment gateways, and branded invoice delivery.
Client Portal for Event Planning Agencies
Branded client-facing portal for project updates, file sharing, approvals, and transparent communication.
Project Management Software for Event Planning Agencies
Agency-focused project management with task boards, deadlines, team assignments, and client collaboration.
CRM Software for Event Planning Agencies
Client relationship management built for service businesses with deal pipeline, contact management, and client lifecycle tracking.
Reporting & Analytics Software for Event Planning Agencies
Real-time dashboards and automated reports covering revenue, profitability, utilization, and project performance.
Recurring Billing Software for Event Planning Agencies
Automated subscription and retainer billing with payment processing, dunning management, and revenue recognition.
Track Event Planning Time Accurately
Ensure every hour of event planning is properly tracked and billed. Improve your event planning agency's profitability with accurate time tracking.