Industries · Hospitality & events

Software and automation for venues, caterers and event businesses.

We build the office behind an events business: enquiries answered and tours or tastings booked within minutes, proposals and contracts that assemble themselves, deposits and balances collected on schedule, and staffing and vendor coordination that does not depend on a group text. Connected to your booking system and QuickBooks, at a fixed price, then kept running.

Venues · caterers · restaurants with events · party and equipment rental

The paperwork behind every date on the calendar

Events are won by the fastest, clearest reply and delivered by the best-coordinated team. Both are office problems before they are hospitality problems.

Enquiries answered first

A couple or a corporate planner emails five venues on a Sunday night. The first clear reply with availability usually wins.

Enquiries from the website, listing sites and email get an immediate, accurate reply with availability for their date, and a tour or tasting booked. Follow-ups continue until they book or say no, and every lead is in your CRM with its source.

Website forms, The Knot, WeddingWire and similar listings, your booking system, HubSpot or your CRM, calendar

Proposals, contracts and deposits

Every proposal is rebuilt from the last one. Contracts are sent, lost, re-sent; deposits are chased by hand.

Proposals assemble from your packages and the enquiry details for you to adjust; contracts go out for e-signature; deposits and balance payments are requested and matched on the schedule in the contract.

Your templates, e-signature, Stripe or Square, QuickBooks Online

Staffing and vendor coordination

The run sheet is a shared doc, the staff schedule is a group text, and the florist's arrival time is in someone's head.

Each event has one timeline that staff and vendors see on their phones: arrival times, roles, contacts, changes. Confirmations are requested and tracked automatically; last-minute changes reach everyone at once.

SMS, email, your scheduling tool, shared calendars

After the event: feedback, reviews and the books

Thank-yous, review requests and final invoices happen when someone remembers, which is after the next event.

The day after, guests get a thank-you and a review request in your voice, the final invoice and gratuities post to QuickBooks, and the event's margin lands on your weekly report.

Google Business Profile, email, QuickBooks

How a project with us works

Three steps, each priced before it starts. You can stop after any of them and keep everything.

Step 1 · one week

Diagnose

Half a day with you and your office. We map how work actually moves, put a dollar figure on the three biggest leaks, build a working prototype of one workflow and quote the build at a fixed price. The fee is credited to the build.

Step 2 · three to eight weeks

Build

The agreed system goes live in phases, with your team trained on each one. Scope is what the diagnosis said; anything new goes through a written change request, so the price holds.

Step 3 · monthly

Run

We watch it, fix it when a vendor changes something, and send a monthly report with the numbers. Improvements ship every month. Cancel with 30 days' notice; everything stays yours.

What it adds up to

A worked example with sample numbers. Your diagnosis replaces these with yours.

Take a venue hosting about 80 events a year, receiving roughly 30 enquiries a month. Suppose replies currently go out the next business day and one booking a month is lost to a venue that answered the same night. At an average event of $9,000, that is $9,000 a month.

Suppose the coordinator spends ten hours a month rebuilding proposals and chasing contracts and deposits, and eight more on staffing texts and vendor calls. At $28 an hour loaded, about $500 a month returned.

The number owners feel most, though, is the Saturday that runs smoothly because everyone had the same timeline. That one does not fit in a table.

What you can count on

The three things owners ask us about before anything else, answered in writing.

You own it

The code, the data and every account are yours from day one. Leave whenever you like and take all of it with you.

A person approves it

Nothing your customers see goes out without someone on your side signing off. The system drafts; people decide.

We know before you do

Every workflow is monitored. When a vendor changes something and a step fails, we get the alert and fix it, usually before anyone notices.

Questions venue or catering business owners ask us

Our business is personal. Will automation make us feel like a chain?

The opposite, when it is done right: enquiries get a warm, accurate reply within minutes instead of a day, and your team spends the time saved on the couple or the client in front of them. Everything is written in your voice and approved by you.

Do you work with our booking software?

Usually, yes. Tripleseat, HoneyBook, Perfect Venue and most others have interfaces or exports we can connect to. The diagnosis confirms what yours allows.

Can we keep our proposal and contract templates?

Yes. We build the automation around your templates and packages so proposals look exactly like yours, only faster.

How fast could enquiry replies be live?

Enquiry intake and follow-up is usually the first workflow, live within about three weeks of starting the build, in time for the next busy enquiry season.

Who owns the system?

You do. Code, data and accounts are yours from day one, with documentation for your team.

Guides for venue or catering business

Practical reading from our News section. No sign-up, no pitch.

Automation · 6 minWhy Speed to Lead Wins More Jobs and How to Automate It Web & Mobile · 6 minMobile App or Better Website? A Decision Guide for Owners Automation · 6 minHow to Find and Price the Busywork in Your Business

Start with a 20-minute call.

Tell us what is slowing your venue or catering business down. You talk to the person who would build it, and leave with a clear next step either way.

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