Event Planning Billable Hours & Vendor Coordination Tracker

Streamline Your Event Planning Time Tracking with Paperform

Managing billable hours across multiple events, vendors, and project phases can quickly become overwhelming for event planners and agencies. This Event Planning Billable Hours & Vendor Coordination Tracker gives you a professional, organized way to log every hour spent on your events—from initial vendor coordination through on-site management to post-event breakdown.

Built specifically for event professionals who need to track time across different project phases, this template helps you capture pre-event planning hours, vendor communication time, on-site event execution, and post-event tasks all in one place. Whether you're a solo event planner, part of an agency, or managing events for a corporate team, accurate time tracking is essential for profitability and client billing.

Why Event Planners Love This Template

Event planning involves juggling multiple moving parts: coordinating with venues, caterers, AV technicians, florists, and entertainment providers; managing setup and breakdown; troubleshooting day-of issues; and handling post-event follow-up. Each of these activities represents billable time that needs to be captured accurately.

This template breaks down your time tracking into logical categories that match how event work actually happens. You can log vendor coordination hours (those endless email chains and phone calls), planning and design time, on-site event hours (including setup and breakdown), and post-event administrative tasks. The form automatically calculates your total hours and billable amounts, giving you instant visibility into project profitability.

Automate Your Invoicing Workflow with Stepper

Once you've logged your hours, you can use Stepper to automatically transform your timesheet submissions into polished invoices. Set up workflows that take your billable hours, apply your rates, and generate professional invoices sent straight to your accounting software or client inbox. You can even trigger project management updates in tools like Asana or Monday.com, ensuring your team stays aligned on time spent across all active events.

Perfect for Event Professionals and Agencies

Whether you're planning corporate conferences, weddings, fundraising galas, or social events, this template adapts to your specific needs. Event planning agencies can customize it for different team members and event types, while independent planners get a professional tool that makes billing clients simple and transparent.

Paperform's calculation fields automatically tally your hours and compute billable amounts based on your rates, eliminating manual math errors. The form can be embedded on your website, shared via link, or accessed on mobile devices—perfect for logging hours on-site during events. With Paperform's robust integrations, your time tracking data can flow directly into Google Sheets, Airtable, or your invoicing software, creating a seamless end-to-end workflow.

Trusted by event professionals worldwide, this template helps you capture every billable minute, justify your fees to clients, and gain insights into which event phases consume the most resources. Start tracking your event planning hours more accurately today with Paperform.