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Project P&L Module for Event Planners | Track Revenue & Expenses | Praloop
New Feature: Now Live

Event finances, finally
inside your project.

Track revenue, manage expenses, raise invoices, and close the books without leaving Praloop. The Project P&L Module covers the full financial lifecycle of every event you manage.

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THE FULL FINANCIAL LIFECYCLE · INSIDE EVERY PROJECT Invoice request PM raises Director review Approve or reject Invoice raised Revenue on P&L Expenses tracked Any currency P&L closed Locked & reported GROSS MARGIN 56.6% REVENUE Recognised EXPENSES Approved MULTI CURRENCY Any FX
PM Request Invoice DIRECTOR Approve or Reject FINANCE Generate Invoice Phase 1 Invoice · Customer INV-0245-2627 ✓ Invoice Raised AMOUNT EXCL. TAX TAX INCL. TAX USD 12,400 10% USD 13,640 PAYMENT TRACKING Paid: USD 7,800 Pending: USD 5,840 Partially Paid 2 instalments recorded · 1 pending
Revenue Tracking

From invoice request to payment, every step tracked.

The PM raises an invoice request, the Director approves it, and Finance generates the invoice. Every amount is recognised on the P&L the moment the invoice is raised.

  • PM submits invoice request with customer PO and approval links
  • Director approves or rejects with a note — PM notified instantly
  • Finance generates the invoice and sets the tax rate
  • Revenue recognised on the P&L immediately on invoice creation
  • Multiple instalment payments tracked per invoice
  • Pending amount column shows exactly what is outstanding
Expense Tracking

Every expense tracked, approved, and reconciled.

Any team member can submit an expense. The approval chain is configurable. Approvers can adjust the amount at the point of approval.

  • Vendor autocomplete from organisation-wide vendor list
  • Petty cash, corporate card, and post-paid options
  • Per diem and reimbursements entered by Finance
  • Self approval steps skipped automatically
  • Amounts editable by PM or Director at approval
  • AI duplicate invoice detection across all projects
Submit Expense DESCRIPTION Venue Rental, ABC Convention Center CATEGORY Venue / Venue Rental AMOUNT & CURRENCY 5,000 USD PAYMENT METHOD Corporate Card Submit Expense APPROVAL PM Director ✓ Live on P&L
BASE CURRENCY USD Project base TRANSACTION CURRENCIES EUR    GBP    INR Any currency → USD AUTO CONVERSION EUR 850.00 → USD 935.00   (system rate applied) FINANCE OVERRIDE Set exact rate or final amount IF RATE MISSING 1:1 assumed Finance notified instantly
Multi Currency

Plan in any currency. Report in one.

Every project has a base currency. Any line can be entered in a different currency and Praloop converts it automatically. Finance can override at the transaction level when bank rates differ.

  • System-level currency pairs with no per-project setup required
  • Two-hop rate derivation when the direct rate is absent
  • Finance can override any transaction at exact rate or final amount
  • Unresolved rates flagged immediately — Finance is notified
  • Original and converted amounts always visible
  • Full override audit trail per line item
P&L Locking

Two-stage locking with a full audit trail.

The P&L closes in two stages. The Project Director locks first, then Finance locks second. Every lock and unlock is logged with the user and timestamp.

  • Director locks first — no new entries permitted after this point
  • Finance applies final lock — fully closed for reporting
  • Approvals in-flight before the lock can still be actioned
  • Finance can unlock at any time, returning to Director Locked state
  • All roles notified on every lock and unlock action
  • Complete lock history visible to all roles
🔓 Unlocked All edits allowed Default state 🔐 PD Locked No new entries Director locks 🔒 Finance Locked Fully closed LOCK HISTORY (AUDIT TRAIL) Finance locked P&L Vikram P. 27 Apr 14:05 Director locked P&L Rahul M. 27 Apr 13:42 Finance unlocked P&L Vikram P. 26 Apr 18:11 All roles notified on every lock / unlock action
How It Works

Four steps to a closed project P&L

From the first invoice request to financial close, every step happens inside Praloop.

Setup
⚙️
Set base currency and cost centre
PM configures the project currency and links it to an accounting cost centre. Done once, applied everywhere.
Track
📊
Revenue and expenses recognised
Invoices flow through the approval chain. Expenses are submitted and approved. All amounts hit the P&L automatically.
Review
🔍
Compare estimates vs actuals
PM creates estimate versions. The variance table shows exactly where you are over or under, broken down by category.
Close
🔒
Lock and download reports
Director locks, Finance locks. Download Management, Finance, Team, and Credit Card reports in Excel.
Specifically Built For

Two audiences. One P&L tool for event planners.

For event teams who currently track finances in spreadsheets and want everything inside the same tool they use to plan events.

Corporate Event Teams

Multiple events, one consolidated financial view

Track approved spend across all your events and produce executive-ready financial summaries without building custom reports every time.

Event Agencies

Client billing tracked separately per project

Run separate P&Ls for every client event. Track vendor payments, raise invoices, and reconcile everything from a single workspace.

Finance Teams

Full approval control and reporting on demand

Manage the full approval chain, override currency rates, detect duplicate invoices, and lock the P&L when you are ready to close the books.

Role-Based Access

Every role, the right permissions.

Four roles interact with the P&L Module. Each sees what they need and acts within their scope.

Project Manager
  • Set base currency and cost centre
  • Request invoices
  • Approve expenses (if in chain)
  • Create estimate versions
  • View full P&L dashboard
Project Director
  • Approve or reject invoice requests
  • Approve or reject expenses
  • Edit amounts at approval
  • Lock and unlock P&L at Stage 1
  • View full P&L dashboard
Finance Team
  • Generate invoices
  • Enter reimbursements and per diem
  • Override currency rates
  • Run AI duplicate detection
  • Lock P&L at the final stage
Team Member
  • Submit expenses
  • View full P&L dashboard
  • Track own expense status

Plan the event. Track the money.
Close the books.

14 days free. No credit card required.

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Frequently asked questions

Everything you need to know about the Project P&L Module.

Who can use the P&L Module?+
Any Praloop user on a paid plan. Roles such as PM, Director, Finance, and Team Member are assigned within each project and determine what each person can do — from submitting expenses to locking the final P&L.
Can I use it without a Finance person?+
Yes. The approval chain is configurable. You can set it to PM only, Director only, or both. Finance-specific actions like generating invoices can be performed by whoever holds that role in your team.
Does it integrate with Xero or QuickBooks?+
Not in the current version. The Cost Center field links your project to an external accounting system as a reference. All reports can be downloaded as Excel files for manual import into your accounting software.
How does multi-currency work?+
Every project has a base currency. Any revenue or expense can be entered in a different currency and Praloop converts it automatically using system exchange rates. Finance can override any transaction with a custom rate or a final converted amount.
What reports can I download?+
Four reports in Excel format: Management Report, Finance Report, Project Team Report, and Credit Card Expense Sheet. All downloadable as .xlsx files directly from the P&L dashboard.
Can I undo a P&L lock?+
Yes. Finance can unlock a Finance Lock, which returns the P&L to the Director Locked state. The Director can then unlock it further. Every lock and unlock action is logged with the user name and timestamp.
How does AI duplicate invoice detection work?+
Praloop scans invoice data across all projects in your organisation and flags entries that look like potential duplicates based on amount, vendor, date, and description. Finance reviews the flagged items and decides whether to keep or remove them before they hit the P&L.
Can I track partial payments on a single invoice?+
Yes. Each invoice supports multiple instalment payments. Every payment is recorded with its date and amount, and the pending balance updates automatically. You can see exactly how much has been collected and how much is still outstanding at any time.
Is the P&L Module available on all plans?+
Yes. The P&L Module is included in every paid plan including the Trial, Basic, and Advance tiers. There is no additional cost to use it. The only difference between plans is the number of seats and AI credits per month.
Can team members see the full P&L or only their own expenses?+
Team members can view the full P&L dashboard for their project. They can also track the status of their own submitted expenses. However, actions like approving expenses, generating invoices, or locking the P&L are restricted to the appropriate roles.

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Praloop is the all-in-one platform where event planners build briefs, manage projects, create designs, and track finances. One tool from the first idea to the final invoice.

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