Managing expenses for conferences and expos

Euan Robb

In the world of business, attending conferences and expos is crucial for networking, learning, and growth. However, managing expenses during these events can be a challenging task. This is where Equals Money steps in, offering a smart solution for your financial management needs.

In this post, we will explore effective strategies for managing expenses at conferences and expos and how Equals Money can streamline this process for you.

About Equals Money

Understanding the challenges of conference expense management

Conferences and expos often involve a variety of expenses, from travel and accommodation to registration fees and on-site expenses. Keeping track of all these costs can be daunting, especially when managing a team. Traditional methods of handling these expenses are often cumbersome and time-consuming, leading to inefficiencies and increased costs.

The Equals Money advantage

Equals Money offers a comprehensive platform and expense cards designed to simplify expense management. With real-time tracking, limits, and seamless integration, managing your conference expenses becomes effortless and transparent.

Simplified expense tracking

Equals Money's platform allows you to track all expenses in real-time. This means you can see exactly where your money is going, as it's being spent. This level of visibility is invaluable in staying within budget and making informed financial decisions on the go.

Seamless team management

Managing a team's expenses at a conference can be complex. Equals Money simplifies this by allowing team leaders to allocate funds to individual team members through their platform. Each member can have a dedicated card, making it easy to track individual and collective spending.

Customisable budgets and alerts

With Equals Money, you can set budgets for different expense categories and control spending with customisable spending and transaction limits. This feature is particularly useful in ensuring that you stay within the financial boundaries set for the event.

Efficient reporting and reconciliation

Post-conference, the task of reporting and reconciling expenses can be overwhelming. Equals Money's platform automates much of this process through accounting software integration (Xero) and in app receipt upload, reducing the workload and potential for error. This means less time spent on paperwork and more time on valuable business activities.

Strategies for effective expense management at conferences

  1. Plan ahead: Before the conference, outline all potential expenses and set a comprehensive budget. Consider travel, accommodation, meals, registration fees, and any incidental expenses.
  2. Use Equals Money cards: Allocate funds to team members through Equals Money cards. This not only simplifies tracking but also ensures that team members are not out of pocket during the event.
  3. Monitor real-time spending: Regularly check the Equals Money platform to monitor spending against your budget. This can help in making immediate adjustments if necessary.
  4. Utilise digital receipts: Encourage team members to use digital receipts, which can be easily uploaded to the Equals Money platform, aiding in efficient expense reporting.


Managing expenses for conferences and expos doesn't have to be a headache. With Equals Money, you can enjoy a hassle-free experience, ensuring that you focus on what's important – growing your business and making valuable connections. Visit the Equal Money website for more information and take the first step towards smarter expense management.

Expense management

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