What it does. An event is one job: the client, the date, the guest count, the food, the staff, the rentals, and the money. Everything you send the client, proposals, invoices, and kitchen reports, comes out of the event.
When you’d use it. As soon as a client books you, or even earlier when you’re still quoting an inquiry.
Create the event
- In the top menu, click Events.
- Click New event.
- Search for the client and click their name. If they’re new, click Create New, enter the contact’s first and last name, add a company name if it’s a business, then click Create Client.
- Enter the event Name, like “Rodriguez Wedding”.
- Set the Event date and Start time. End time is optional.
- Enter the Guest Count.
- Set the Status. New events start as Inquiry. Move them to Tentative once you’ve quoted, and Confirmed once the client says yes.
- Fill in the Event Venue if you know it. Leave it blank if the location is still up in the air.
- Click Save.
Build out the event
The event opens with a row of tabs. Each one is a piece of the job.
- Menu is where you add the food and drink, either item by item or as a package.
- Staff and Rentals work the same way for the staff roles and equipment you’re billing.
- Details holds the timeline, service charge and gratuity, and taxes.
- Billing is where you create the proposal and the invoice, and record payments.
Add your menu items first. Prices come straight from your catalog, so the totals build themselves as you go.
What you’ll see. Event Totals updates on the right as you add things, from item subtotals through service charge and tax to the final total. Once it looks right, use Create Proposal to send it to the client.