A useful distinction
A project estimate, an approved organisational budget and actual expenditure describe different things. They may cover different periods and activities. A readable explanation connects each figure with its status instead of presenting all numbers as interchangeable totals.
Put it into practice
For a fictional event, separate estimated venue, materials and administration costs. Identify assumptions and the reporting period. Keep the example labelled as fictional and use the organisation’s qualified accounting process for actual financial records or tax questions.