Know the cost before the invoice arrives
Categories, planned costs, actual payments and what is still outstanding in one place — with quantities that come from your guest list instead of a guess.
Free · no credit card · ready in 2 minutes
- No app — guests scan the code and upload
- Guests need no account
- Photos in original quality, not compressed
A budget wired into the event
Most event budgets live in a spreadsheet that gets set up once and updated rarely. The hard part is not the arithmetic, it is the quantity: 120 covers, or actually 134? The total is only right for as long as the number is.
The budget planner knows your guest list. Line items charged per person calculate against the current number of acceptances. A cancellation lowers the planned amount without you touching a single formula.
It also keeps planned, committed and paid clearly apart. What is still outstanding is therefore a number rather than an interpretation — one you can still take seriously three weeks before the party.
What the budget planner does
Enough structure for a reliable overview without feeling like bookkeeping.
Categories
Venue, catering, music, flowers, outfits, photographer — with templates you can adapt.
Quantities from the guest list
Per-person items calculate against the current number of acceptances instead of an old estimate.
Payments, not checkboxes
Deposits and part payments are recorded individually. What is outstanding follows from them, not from a tick.
Vendors
Every line item can be assigned to a vendor, along with contact and contract details.
The numbers at a glance
Planned, paid, outstanding — per category and in total, always current.
Export
As Excel or CSV, when somebody else needs to check the maths or the figures belong in your own system.
From the frame to the final invoice
Set the frame
Define the overall budget — the number everything else is measured against.
Add the line items
Planned costs per category, either as a fixed sum or per person.
Record payments
Enter deposits and invoices as they actually go out.
Keep an eye on it
See where you are over plan while there is still time to change something.
Who runs an event budget
Weddings
Ten to twenty vendors, deposits spread over a year, and a guest count that moves until the very end.
Corporate events
An approved budget that has to be evidenced afterwards, export for finance included.
Big birthdays
Venue and catering are the bulk of it, and that is exactly where the quantity matters.
Event planners
Several events at once, each with its own position, presentable to the client without rework.
Budget planner and spreadsheet
A spreadsheet can do all of this too — as long as somebody maintains it.
| Feature | Photogala | Alternatives |
|---|---|---|
| The guest count changes | Per-person items recalculate on their own | Adjust every affected formula by hand |
| What is outstanding | Follows from the payments you recorded | Depends on whether somebody ticked the box |
| Vendors | Attached to the line item with contact details | In a second sheet, usually not linked |
| Working together | Several people on the same position | Versions by email that drift apart |
| Connection to the event | Knows the guest list, seating and schedule | Stands alone, everything has to be typed in |
The guest count changes
Per-person items recalculate on their own
Adjust every affected formula by hand
What is outstanding
Follows from the payments you recorded
Depends on whether somebody ticked the box
Vendors
Attached to the line item with contact details
In a second sheet, usually not linked
Working together
Several people on the same position
Versions by email that drift apart
Connection to the event
Knows the guest list, seating and schedule
Stands alone, everything has to be typed in
What is actually still outstanding?
Set up categories, enter planned costs, record payments — the outstanding amount follows on its own, per-person items from your guest count. Included in every Photogala event.
Set up your budget — freeStart free, no credit card
Get started with Photogala
Collect every photo and video from your event — pick the package that fits.
Buy now, use it whenever. Your storage period only starts with the 10th uploaded photo — not on the purchase date — and then runs continuously, so guests can add photos during every part of your event.
Budget Planner is included in every plan — the free one too.
Upgrade anytime — you only pay the difference.
Full details for every plan below.
Plus
Collect every guest photo in one beautiful gallery.
- High Quality Uploads
- Seating plan for 75 guests
- Photo WallNEW
- Event Planning Tools (RSVP & Guest Replies, Guest List Manager, Digital Invitation …)
- Unlimited Albums
- Downloads (Single & Bulk)NEW
- Dark Mode
- Photo Liking
- Custom QR Codes
- QR Template DownloadsNEW
- +3 more features
- Live Upload (FTP / WebDAV)(from Premium)
- Smart Albums(from Premium)
- Sharing & Comments(from Premium)
- Photo Challenges (Full Suite)(from Premium)
- +10 more in higher tiers
Premium
The full experience — guests engage, you get the best photos.
- High Quality Uploads
- Live Upload (FTP / WebDAV)NEW
- Seating plan for 250 guests
- Photo Wall
- Event Planning Tools (RSVP & Guest Replies, Guest List Manager, Digital Invitation …)
- Social Features (Share, Comment, Like)NEW
- Unlimited Albums & Smart AlbumsNEW
- Photo Challenges (Full Suite)NEW
- Points & LeaderboardNEW
- Achievements & ImportNEW
- +18 more features
- AI Tools (Filter & Face Recognition)(from Deluxe)
- GPS Map View(from Deluxe)
- Real Rewards(from Deluxe)
- Photo Wall Logo(from Deluxe)
Deluxe
AI-powered, fully branded, completely hands-free.
- High Quality Uploads
- Live Upload (FTP / WebDAV)
- Seating plan for any number of guests
- Photo Wall (with Logo)NEW
- Event Planning Tools (RSVP & Guest Replies, Guest List Manager, Digital Invitation …)
- Social Features (Share, Comment, Like)
- Unlimited Albums & Smart Albums
- Photo Challenges (Full Suite)
- Points & Leaderboard
- Achievements & Real RewardsNEW
- +22 more features
Starter (free of charge)
Your moments, your stage, create your first digital photo gallery completely free of charge.
- High Quality Uploads
- Seating plan for 20 guests
- Event Planning Tools (RSVP & Guest Replies, Guest List Manager, Digital Invitation …)
- Unlimited Albums
- Dark Mode
- Photo Liking
- Custom QR Codes
- Photo Wall(from Plus)
- Downloads (Single & Bulk)(from Plus)
- QR Template Downloads(from Plus)
- Invitation QR Downloads(from Plus)
- +2 more in higher tiers
Uploader Definition: All guests who upload at least one photo or video count as uploaders. Unlimited guests can still view the gallery.
Fair Use Storage: Storage is sized for normal event usage. Reach out if you need unusually large galleries.
After expiry: After the storage period the gallery is closed to guests; as the organizer you keep 30 days of ZIP-download access, then it is deleted.
Budget planner questions
Does it calculate with my guest count automatically?
How are deposits handled?
Can I create my own categories?
Can guests see my budget?
Can I plan in another currency?
Can I export the figures?
Can my partner maintain it too?
Does every line item need a vendor?
Related Features
Discover more powerful tools for your event.
Guest List
Names, plus-ones, replies, allergies, table wishes — kept in one place. Seating plan, menu, place cards and reminder emails all read the same list.
Learn more >Event Schedule
A timeline your guests read on their phones — from the ceremony to the last dance. With an up-next line that moves along by itself.
Learn more >Seating Plan
Arrange tables, dance floor and stage by drag and drop, seat people straight from your guest list — and on the night everyone finds their place with a scan instead of a paper board in the lobby.
Learn more >Ready to Get Started?
Create your event in minutes. No credit card required.