One pipeline from enquiry to the balance invoice
A wedding enquiry in March, a corporate evening in June, three children’s parties next weekend. Each one moves through the same steps, and each one is somewhere different in someone’s chat history.
Event organisers and party agencies do not usually lose money on the event itself. They lose it before and after: the enquiry answered too late, the deposit nobody followed up, the balance invoice sent a week after the party when the glow has worn off. A pipeline is the cheapest fix for all three.
Every event is a deal on stages you name
Enquiry, quote sent, prepaid, confirmed, done — or whatever your steps really are. Each event is a deal with its expected date, its value and the person who owns it. Weddings and children’s parties can live on two pipelines if they move differently. The board shows at a glance which events are stuck and where.
The client hears from you at the right stage
Choose the stage where silence costs most — usually the moment the prepayment lands — write the message the client should get there (“your date is held, here is what happens next”), and switch on the stage message. When a deal reaches that stage, the client gets it without anyone remembering to send it. One stage carries the message, so pick the one that matters.
Clients forgive a late reply less than a silent one. A message at the right stage is how a three-person agency looks like a ten-person one.
Quote, prepayment, balance
- A quote from the client’s card, with the package, the extras and its validity date.
- A prepayment invoice, paid by link, when the client agrees.
- The balance invoice after the event, paid by link, and a reminder for it if you switch one on.
The quote and the invoices sit on the client’s record beside the deal; an invoice is not attached to the deal itself. A signed contract, if you use one, is kept as a file on the client’s card — nothing is signed in the app.
Hosts in their own diaries
For parties that happen at a time and need people, the diary matters as much as the pipeline. A party booked as a service that needs one or two hosts blocks each host’s diary, so nobody is sent to two places at once. A package — host, face painter, room — books as its parts, each in its own diary. Parents can book the standard party themselves from your page, with a deposit.
What a good month looks like
On the first of the month, the pipeline tells you which events are confirmed, which are waiting on a deposit, and which quotes have gone quiet. The hosts’ diaries tell you who works which Saturday. And no balance invoice waits for someone to remember the party happened.