"Two teams got told the same Saturday is free"
Bookings live in a phone, a calendar and someone's memory. One calendar, with venue, crew and payment status on each entry, means the second call gets told no immediately instead of after a refund.
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Two events in a weekend is a busy month. Ten in a season is where the register gives up.
Weddings, corporate conferences, exhibitions, store openings. Each one has its own crew, vendors, equipment and payment terms, and all of them are happening at once. The work is never the problem. Knowing which event is actually making money is.
Bookings, advances, crew and vendor cost, equipment and event-wise margin in one system.
On your Odoo
- Enquiry, quotation and booking in one flow
- Advance and balance payment terms
- Crew and vendors assigned per event
- Equipment shared across dates
- E-invoices for corporate clients
No double bookingsOne calendar for the whole team
Margin per eventKnown while the event is still running
Advances trackedWhat is collected, what is still due
Corporate invoicing cleane-invoices with the buyer's GSTIN
Problems we solve
Where event companies get caught out.
"We don't know the margin until the event is long over"
Decorator, caterer, sound, crew wages and transport are paid before the client pays the balance. Costs entered against the event as they are committed mean you can see a thin event while it can still be fixed.
"Corporate billing waits until the last day"
A B2B client needs an e-invoice with their GSTIN, their purchase order reference, and it goes through their procurement desk. Generating the invoice from the booking removes a week of chasing after the event.
The approach
From enquiry to a bill you are not afraid of.
- 1
Enquiries and quotations are recorded
Client, event type, date, venue and expected budget. When the season gets busy, the pipeline is visible instead of living in someone's head.
- 2
Booking locks the date with terms
Advance amount and balance date agreed at booking, so collection is scheduled rather than chased. Dates that clash are caught here, not on the day.
- 3
Crew, vendors and gear are assigned
Each event carries its own crew, vendor commitments and equipment list, including what is shared and what is exclusive.
- 4
Margin and books are visible
Event-wise cost and margin, advances outstanding, and the company's own books closed by the same team each month.
What's included
The event side, and the books behind it.
Event side
Enquiry to quotation
Enquiries, proposals and revisions in one place, so the rate you quoted and the rate you billed are the same number.
Booking and payment terms
Advance and balance dates per event, with the advance receipt recorded against that event rather than a general account.
Checklist and timeline
Site visit, permissions, setup, sound check, guests, teardown. A printed checklist per event beats a call at nine in the morning.
Crew and vendor assignment
Who is on which event, and which vendor has been committed with what amount, so the same crew is not promised twice.
Books side
Equipment on hire
Sound, lighting, staging and power tracked with out-and-back dates, so shared gear does not go missing between events.
Advances and refunds
Advance received, adjusted against the final bill, refunded if the event moves, and still outstanding if it does not.
Event-wise margin
Vendor cost, crew wages, transport and logistics against each event, so you know which type of event to book more of.
Corporate e-invoices
B2B invoicing with the buyer's GSTIN and purchase order reference, plus input credit matched against GSTR-2B.
Pricing
Recommended
Two ways to engage.
Implementation
Fixed, after discovery
- Quotation templates and rate cards set up
- Calendar, crew and equipment configured
- Sales team trained on the live system
Event bundle
Monthly plan
- Implementation plus managed books
- GST and e-invoicing prepared monthly
- Event-wise margin reports for the season
Support
Monthly plan
- Already on Odoo? Keep it tuned
- Season changes, help desk
- Version-fresh and GST-ready
FAQ
Questions event companies ask.
Something else? WhatsApp us and a member of the team will reply.
Most of our work is paid in advance. How does that show up?
Advances are recorded against the booking, so what is still uncollected is visible per event. The balance invoice is raised on the agreed date rather than when someone remembers to chase it, which matters most for the corporate clients who pay on their own procurement cycle.
We reuse sound, lighting and staging gear across events.
Equipment is tracked as stock with its own hire or movement record, so you can see what is out on which date and when it is actually back, instead of finding out on the next event that a mixer is still on a stage in Rajkot.
Corporate clients need GST e-invoices. Do you handle that?
Yes. Corporate events are invoiced with e-invoices carrying the buyer's GSTIN, and the input credit you are entitled to is matched against GSTR-2B. That last part is where B2B events quietly inflate the margin if nobody checks the credit actually arrived.
Can the sales team see upcoming events and where they stand?
Yes. The calendar shows every booking with its date, venue, payment status and pending items, so two teams cannot be told the same evening is free. If you run exhibitions or conferences across venues, the venue list sits alongside it.
Know which events are worth taking again.
Tell us what kind of events you run, how many in a season, and how you track advances and vendors today. We'll show you what the numbers look like afterwards.