Learn How NxtEdge’s Event Costing Tool Helps You Price, Plan, and Protect Your Margins

Event planning in hospitality has always been complex. Between ingredients, prep lists, inventory movements, and special client requests, it’s easy for hidden costs to slip through the cracks. Traditional event worksheets and spreadsheets can’t keep up — especially when ingredient prices change weekly.

NxtEdge changes that with a purpose-built Event Costing module that gives operators full visibility into everything that goes into an event, all the way down to real-time ingredient pricing.

Build Events With the Accuracy Operators Need

At the center of the Event Costing tool are the components that drive true profitability. Everything needed to cost an event — ingredients, recipes, prep items, inventory usage, and special instructions — is captured in one place.

Ingredients Section

Operators can instantly search and add products using live invoice pricing.

  • Every item displays its current unit price, pulled directly from your vendor invoices.

  • Quantities and units are fully adjustable.

  • Total cost is automatically calculated as you build the event.

This eliminates guesswork and ensures your event cost is always tied to the most recent vendor data.

Choose Between Product or Recipe

Some events pull individual ingredients. Others require full batch recipes.

NxtEdge lets you switch between:

  • Product view for raw ingredients

  • Recipe view to cost entire dishes, proteins, sauces, and prepped items

Recipes automatically calculate cost based on real-time ingredient prices, giving you a perfectly accurate view of cost per serving and total event cost.

Track Inventory In and Out — Without Extra Work

One of the unique strengths of NxtEdge is the ability to record inventory movement directly inside the event.

Inventory In

Track anything added for the event:

  • Purchased items

  • Special orders

  • Additional ingredients needed to prep

Inventory Out

Log what was used or pulled from existing stock during:

  • Prep

  • Cooking

  • Service

  • Breakdown

Everything flows into your inventory system automatically — no double entry, no separate spreadsheets, and no gaps between events and inventory.

Add Instructions So Your Team Always Knows the Plan

The Instructions section gives your team clarity on expectations:

  • Prep notes

  • Timing

  • Special diet requirements

  • Service instructions

  • Portioning guidelines

  • Client requests

Operators can finally track operational details alongside the costs that support them.

Real-Time Event Costing, Zero Manual Calculations

Throughout the screen recording, every change — every ingredient added, every quantity entered — triggers an instant cost recalculation.

NxtEdge does the math for you:

  • Unit cost × quantity

  • Recipe cost × servings

  • Total ingredient cost

  • Inventory adjustments

  • Final event cost

This gives managers the one thing event planning has always lacked: accuracy before the event happens.

Finalize, Lock, and Copy Events for Future Use

Once everything is complete, operators can:

  • Lock the event to save a permanent record

  • Copy it to repeat a successful menu or structure

  • Review profitability afterward to refine future pricing

Margins stop being guesswork and start becoming predictable.

Want to see the Event Costing module in action? Request a Demo

Or call us directly to learn how NxtEdge simplifies event planning while protecting your profits.