Time Tracking For
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Time Tracking for Event Planners

Event planners work across concept, venue sourcing, vendor coordination, logistics, and on-site delivery - often on flat fees where the real time cost is invisible until the event is over. Without accurate time records, fixed-fee events erode margin quietly, scope changes go unpriced, and the next quote is another guess. Sandtime.io lets you log time per event and phase as you work, tracks hours against fee estimates in real time, and gives you the data to price future events based on what planning actually takes.

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Why Event Planners choose Sandtime.io

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Track Time by Event and Phase

Assign every hour to the right event and phase - concept, venue sourcing, vendor coordination, logistics, on-site, and post-event wrap - as you work. Know exactly what each event is costing in time before the final invoice goes out.

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Know Your Real Rate on Fixed-Fee Events

See how many hours a flat-fee event has consumed. Know your real effective rate on fixed-fee work and use actual data to quote future events - not memory and optimism from the last time.

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Monitor Event Budgets in Real Time

Track hours against your event fee estimate as each phase progresses. Know when an event is running over budget before it becomes a client conversation, and flag scope changes while there is still time to reprice.

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Invoice Without Rebuilding the Week

Pull invoice-ready time logs by event or client at the end of each phase or project. No reconstructing vendor calls, site visits, and coordination hours from a calendar and inbox.

Common use cases

  • Log time per event and phase as planning progresses
  • Track vendor coordination, site visits, and client meetings separately
  • Know the effective hourly rate on flat-fee and day-rate events
  • Monitor hours against fee estimates to catch scope changes early
  • Pull billing summaries per client or event at the end of each phase
  • Separate billable planning work from non-billable pitching and admin

Key features

One-Click Timers

Start timing when a task begins and stop it when you move on. One click logs to the right event and phase without breaking your flow.

Retroactive Time Entry

Add vendor calls, site visits, or coordination hours after the fact with a note. Nothing is lost because you were on site or juggling multiple events.

Multiple Events at Once

Track multiple active events simultaneously. Switch between clients without losing time on any of them.

Export and Report

Pull time reports by event, phase, or date range. Export to CSV for invoicing, client reporting, or quoting future work.