An event company runs a product launch, two weddings and a dealer meeting in the same week. Stage, sound and lighting, florist, catering and hostess suppliers are phoned one by one, nobody knows whether the equipment that left the warehouse came back, and whether an event actually made money only becomes clear weeks later. In the system we build, every event starts with a quote, and once approved, the timeline, task list, supplier orders and equipment release open automatically. The field crew closes tasks on mobile, expenses are posted to the event and true profitability shows at closing.
Problems we see in event companies
- Supplier orders left on the phone
- Equipment leaving the warehouse and coming back incomplete
- Last-minute client changes not reaching the team
- No knowledge of the real cost per event
Modules
Quote and contract
Line-item quotes, revision history and online client approval.
Event plan
Timeline and tasks for set-up, rehearsal and the run of show.
Supplier management
Supplier orders, confirmations, payments and performance history.
Equipment and warehouse
Check-out and return log for staging, truss, sound, lighting and decor, with barcode counts.
Crew assignment
Field staff and freelance crew assignment, with timesheets.
Budget and profitability
Planned versus actual costs compared per event.
How it works day to day
- 1
A quote is prepared from the client request and approved.
- 2
The event plan, tasks and supplier orders are opened.
- 3
On set-up day equipment leaves the warehouse by barcode.
- 4
The field crew logs tasks and changes on mobile.
- 5
After strike, equipment returns and event profitability is closed.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For teams running only a few events, general project management tools can be enough at first.
When custom software pays off
If you need an equipment warehouse, a supplier network and per-event cost tracking together, a custom system makes profitability visible.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 20 screens and 9 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €400 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Can the client approve the quote online?
Yes, the client reviews the quote from a link, requests revisions or approves it.
Is hired-in equipment tracked too?
Equipment rented from outside is recorded against the supplier, and its return date and cost are posted to the event.
Can the freelance crew use the app?
With a limited-access account they see only the tasks and event details assigned to them.
Are old event and client records migrated?
Client, supplier and equipment lists are imported from Excel; past events can be added as summaries.
