Event logistics: BEO, payments and actual costs

Clients, agreed prices, Events and Sales orders are available from Mise Essential, with no usage limits. Generating production from an order and deducting stock on delivery require Mise Pro or Mise Pro HACCP.

Where do I organize the service and its cost?

Open the event under Offer → Events. Its record brings together the food offering, logistics and service operations. If it does not exist yet, start by creating an event and assigning its offering.

The BEO, or service sheet, is the internal document for coordinating the event. Complete logistics before confirming the quote: confirmation freezes the contracted cost.

How do I add transport, staff and other logistics costs?

Under Logistics, add a line from a template or a blank line. Give it a name and choose its type: Transport, Staff, Equipment, Venue, Overhead or Other. Then choose how it is calculated:

• Flat: an amount for the line.
• Per guest: unit cost and minimum quantity.
• Per km: unit cost and number of trips; uses the distance entered in the event.
• Per hour: unit cost, service hours and preparation/setup hours.
• By staff ratio: cost, guests per staff member and hours.
• Amortized: purchase price, uses before replacement and quantity.

Check each line’s cost and each group’s subtotal. Logistics lines become locked on confirmation: complete quantities and conditions before freezing the quote.

How do I prepare the timeline and dietary counts?

Under Run-of-show (timeline), add the time and task; you can name its owner. Use it to sequence milestones such as setup, arrival or the start of service.

Under Special diets, enter the diet and quantity. There are suggestions, and you can also type your own description. After creating the row, you can link an alternative offering. Check the counts and chosen offering before printing the sheet.

How do I use packing without confusing it with costing?

Under Packing list, add the item, quantity and unit, then classify it as smallwares, furniture, kitchen or consumables. Tick its box when it is packed.

Packing is an operational checklist: its fields do not calculate an amount. To budget a rental, transport or another expense, add it to Logistics; putting it only in packing does not add it to the cost.

How do I manage the payment schedule?

Add a named milestone and complete its percentage, amount and due date as agreed. You can mark it paid and return it to unpaid. If you use percentages, the record shows their sum and warns when it does not match 100%.

Percentage and amount are entered separately: check both. Marking Paid records the milestone’s status; it does not charge the client or execute a bank transfer.

How do I save versions without losing the quoted terms?

Under Quote versions, press Save current version while the event is a Lead or Quoted. This saves a snapshot of that quote, including price, guest count and conditions.

You can mark each version sent or accepted. These are history markers: Mark sent does not email the document. To change a proposal, edit the record and save another version before confirming.

Which document do I print for the team or the client?

The record offers two outputs:

• BEO / service sheet: operations and internal costs, including timeline, logistics and packing.
• Client quote: offering, conditions and payment schedule, without internal costs or margins.

Both use the print dialog, where you can save a PDF. Check the selected mode before sharing: the BEO contains internal financial information.

How do I enter actuals after the service?

When the event is Served or Invoiced, the actuals block appears. Enter actual guests, actual revenue, actual food cost and actual logistics cost. These are manager-entered figures, not amounts automatically derived from a POS.

The comparison shows budget, actual and difference. The total being compared is the direct cost of food plus logistics, without percentage overhead: there is no actual-overhead field in this block. Complete both cost fields to interpret the total; an unentered cost does not demonstrate a saving.

Actuals are saved separately from the frozen quote. They do not replace the contract snapshot. Events, logistics, BEO, payments and actual costs are included from Mise Essential, with no limits. See pricing to compare each plan’s features.