The Event Revenue Summary shows the invoice lines billed to one event’s products, grouped by product type. Use it to check how much the event has billed, compare billed revenue with money collected, or trace an amount back to the invoice and the person or organization billed.
The summary uses invoice data, so orders do not affect the totals until they are invoiced. Cancelled and void invoices are left out entirely. If you need registrant lists instead of revenue totals, see Ask Questions About Your Events Data or See Registration and Record Counts for an Event.
Billed revenue is not the same as recognized revenue for accounting. Revenue is recognized only after the accounting period that contains the event’s end date is closed. The event ending, or even being fully invoiced, does not recognize revenue by itself. Before you evaluate whether revenue should be recognized, confirm that the event has an end date and that the date has passed.
Prerequisites
- You can open the event you want to review.
- To continue from the summary into the event’s Query Center with Open Query, your role also needs permission to use that Query Center. You can view the summary without that permission.
Open the Event Revenue Summary
- Go to Meetings & Shows › Events › [event name] › Reports.
- Choose Event Revenue Summary.
Result
Rhythm gathers every invoice line billed to the event’s products, leaves out cancelled and void invoices, and groups the remaining lines by product type. The top of the report shows four totals: Total Revenue, Registration Revenue, Exhibitor Revenue, and Sponsorship Revenue. Below those totals, the report shows one card for each product type the event has sold, such as Registration Packages, Registration Add Ons, Function Fees, Session Fees, Exhibitor Fees, Exhibitor Add On Products, and Sponsorship Opportunities. Each card lists its products with a total and a line count. Session Fees lists only sessions that charge a fee, so sessions with no fee never appear on this report.
If the event has not billed anything yet, the page shows No event revenue found.
Read the Totals Correctly
- The summary always covers the event’s full history, and there is no date range for limiting it to a specific period.
- Registration Revenue includes registration packages, registration add-ons, function fees, and session fees. Exhibitor Revenue includes booth fees and exhibitor add-on products. If the event has no exhibitor fee products configured in its Setup under Exhibitors, this card shows $0 even when other exhibitor-related activity, such as sponsorship, appears elsewhere. Configure exhibitor fees there first if you expect this card to carry revenue for a future event. Sponsorship Revenue includes sponsorship opportunities.
- If the event has billed revenue outside those three groups, that revenue appears on its own card and still counts toward Total Revenue. Because of that, the three category totals can add up to less than the grand total. Fee products, such as credit card processing fees, are not included anywhere in this report, including ungrouped revenue.
- These totals depend on the event’s products being tied to an event-scoped order. Exhibitor or sponsorship revenue sold through another part of Rhythm without that event link does not appear here. Course registrations purchased through an event’s registration flow can also be missing because the integration between courses and event reporting is incomplete.
- The line count beside each card and product counts invoice lines, not registrants or tickets sold. A purchaser who buys several tickets in one order can appear as one line here, while the event 360 or a ticket query shows each ticket separately. Both counts can be correct because one counts purchases and the other counts tickets.
- Manually added function tickets appear in the Function 360 list and the Function Tickets query, but this report counts only tickets tied to an order or payment. Because of that, a manually added ticket with no order can be missing here even when it is visible elsewhere. A function ticket query that returns only active tickets can also show a different count than this report, which can still include billed fees for tickets that were later cancelled.
- A cancelled registration order can still appear on this report as a $0 line, especially when the event has other registration orders. That is expected and does not mean there is an error. If an event’s only registration is later cancelled, the summary can instead show no data for the event. A $0 line does not always mean a staff member comped the registrant because a cancelled order or cancelled order line produces the same $0 result.
- When a defect that caused missing revenue is fixed, previously missing historical registrations and revenue usually reappear automatically the next time you run the report. The report is rebuilt from the underlying invoice data, not only from new activity.
- Amounts appear in United States dollars, regardless of your account’s working currency, and the summary has no separate field for the original payment currency. If you process registrations in more than one currency, use the underlying invoice-line query described below, which includes an order currency field.
- If accounts receivable and revenue for a registration package use the same general ledger code, AR aging, open AR, subledger output, and other downstream accounting balances can differ from this report. Map them to different codes if you rely on those views matching this report.
- Subledger reports can show one group-registration invoice number split across several lines, with one line per individual amount, instead of one combined invoice total. That is part of how the subledger export works and does not mean the invoice itself is wrong.
Switch Between Accrual and Cash
By default, the summary uses the accrual basis, which counts each invoice line at its full billed amount whether it has been paid or not. To see only money actually collected, switch to the cash basis.
- On the toolbar, choose Customize.
- Choose Cash (only amounts paid will be shown in this report) or Accrual (revenue will be shown regardless of whether payment has been received).
- Choose Update Report.
Result
The report runs again, and the Basis: line shows the option you chose. On the cash basis, an unpaid line still adds one to its product’s line count, but it adds nothing to the totals.
An installment amount that has not yet been invoiced is labeled not yet billed. Check that label before assuming an installment plan has no remaining balance.
Tip
After you customize the basis, Save Report and Reset Report Parameters appear on the toolbar. Use Save Report to save your chosen basis as a named report under Your Reports or Team Reports on the event’s Reports page. Use Reset Report Parameters to remove the customization and return to accrual.
See the Purchases Behind a Figure
- On any card, choose one of its product amounts.
Result
A window opens with every invoice line counted for that product, including its date, invoice number, billed contact or organization, line total, and amount paid. Choose the invoice number to open the invoice. Choose an organization’s name to open its organization record in a new tab. Choose a contact’s name to open that contact’s earliest registration for the event, or the contact’s own record if they have no registration for it.
From the invoice, open the related order to see whether an unexpected amount came from a cancelled charge, a zero-dollar adjustment, or a separate transaction. The invoice alone does not always show which one applies. You can also use a registration’s audit log, invoice, and payment records together to confirm whether the registrant completed the registration and paid the invoice themselves.
Tip
On the cash basis, the purchases window still shows each line’s full total and amount paid. That helps you find a line the summary left out because nothing has been paid on it yet.
Continue in the Query Center
Choose Open Query on the toolbar to take the same question, every invoice line billed to this event, into the event’s Query Center. From there, you can add columns, filter further, or save and schedule the question. You need Query Center permission for the event to continue. If you do not have that permission, you can still read the summary, but Open Query is refused when you try to open it.
The related open query includes fields this summary does not show, such as an order-level currency code. Add that column if you process registrations in more than one currency. Other than that field, this report and its related queries do not offer another built-in way to distinguish transaction currencies. The query also separates order-level and registration-level amounts. Order Amount Paid returns the full amount paid for the entire order, while Amount Paid in the Registration category returns only that individual registration’s line-item amount. Use the field that matches what you are trying to total because mixing them can double-count a shared order. The same order-versus-line distinction appears more generally in event queries: Amount is one purchased item’s own price, and Order Amount is the total for the whole order. That order total can include several items and product types, such as function fees and add-ons, in one order. Separately, the Registrations query can tell you whether a credit card processing fee was charged on a registration, but it does not currently expose the fee amount itself as an output field.
For an exportable list of the detail behind these totals, build a Finance & Billing query using query type Invoices and the Invoice Line Items with Prices source, or use the Event Invoices - Line Items query available at both the global and event level, then filter it to this event. These queries list one row per purchased item rather than one row per order. None of them currently combines a package’s original unit price with later change-order dates and details in a single row, so trace change orders separately using each order’s own history. Raw-data download from the Event Revenue Summary itself is not supported. If a downloaded file shows values that look like unreadable object data instead of the numbers shown on screen, that is the same limitation rather than a data problem, and one of the invoice-line-item queries above is the reliable alternative.
Events do not have their own default invoice template setting the way some other areas do. If a particular invoice template needs to apply to an event’s invoices, run a query of the event’s attendees and apply that template to the query’s invoices instead.
If Something Goes Wrong
| What you see | What it means and what to do |
|---|---|
Unable to run query | The report could not be built. Reload the page. If it keeps failing, one of the event’s invoice lines may have a product record that no longer resolves; contact Support. |
The report never leaves Gathering data... just a moment... | The run failed silently. Reload the page and try again. |
Unable to save report | The named report could not be saved. Check that you entered a name, then try again. |
| Choosing Open Query returns you to the Reports page without opening the Query Center | Your role does not have Query Center permission for this event. Ask an administrator to grant it. |
| A registrant you know is active and billed does not appear | The invoice or invoice line behind that registration may be missing from the reporting data this report reads, even if it is correct in Finance. Contact Support if a registrant you can confirm was billed still does not appear after reloading. |