The event went well, and a month later we still don’t know if we made money.
An event management company runs on costed proposals, vendor advances, and a run sheet for the day, and the margin is often known only weeks later. GullySystem builds event software that costs each event line by line and tracks vendor advances and dues. The margin is known before the final invoice goes out.
Events are planned in weeks and paid for over months. Vendor advances go out fast, client payments come in slowly, and the profit is clear only when the last vendor bill is in.
We build costing and vendor tracking for event companies. The free technology audit begins with your costing sheets and vendor payment records.
A corporate client asks for an offsite, a product launch, or an annual day. You send a proposal with a cost sheet for venue, stage, LED walls, sound, lights, décor, catering, artists, and logistics. Rates change as the client revises headcount and themes, sometimes the day before the event.
Vendors are booked with advances by UPI or bank transfer, and confirmations sit in WhatsApp. On the day, the team works from a run sheet and a phone list. Afterwards, vendors send final bills, the client disputes extras, and accounts reconcile it all in Tally weeks later.
What goes wrong for event management companies without a proper system.
We learn the margin too late
Extra LED panels and overtime were added on the day, and nobody updated the cost sheet.
Vendor advances are hard to reconcile
Several advances went to one vendor across three events, and the balance is unclear.
Client changes are not signed off
The client asked for more guests on a call, and later refuses to pay for them.
Run sheets live on one phone
The event lead has the only up-to-date schedule and vendor contacts.
What we would build for event management companies.
Named the way your team already talks about the work. We start with whichever part the audit shows is costing you most.
Event costing sheet
Every line from venue to logistics, with your cost, client price, and margin as the quote changes.
Vendor bookings and advances
Vendors booked per event with advances paid, balances due, and confirmation status.
Client change log
Changes in headcount or scope recorded with the client’s approval and the price effect.
Run sheet and contact list
The event schedule and vendor contacts shared with the team on their phones.
Post-event reconciliation
Final vendor bills matched to bookings, and the client invoice built from the approved sheet.
The services behind it.
Business Process Automation
Approvals, reminders, follow-ups and reports that run on their own instead of on someone remembering.
Learn moreCustom Software and Product Engineering
Software built around how your business actually runs, when nothing off the shelf fits without workarounds.
Learn moreWeb and Mobile Application Development
Web and mobile apps for customers, field staff and dealers, built to work on ordinary phones.
Learn moreData Engineering and Business Intelligence
Dashboards that answer the owner’s Monday questions without anyone building an Excel sheet first.
Learn moreHow the work runs from Bengaluru for your city.
- 01
The audit, by call
A screen-share and a look at the sheets, Tally reports and WhatsApp groups your team uses. No travel needed.
- 02
A written proposal
Scope, what we build first and the cost, agreed in writing before anything starts.
- 03
Build in short rounds
Working screens shared every few weeks. Your team tests them from your own office.
- 04
Go-live, in person when it helps
For data migration and training we can come to your city. Travel is agreed in advance.
- 05
Support online
Fixes, changes and hosting handled remotely by the same team that built it.
Software we have built and run.
We only name clients whose work is published. These are systems our team designed, built and supports.
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Read the case study Paying guest accommodationSAM Atithi Pavathi: bed-level occupancy as the source of truth
PG management software where allocation, rates and invoices all derive from bed-level occupancy, instead of being maintained in parallel spreadsheets.
Read the case study School transport servicesSAM Tours: school transport on a single ledger
Registration, fee collection, routing and finance writing to the same records — closing the gap between journeys run and fees actually collected.
Read the case studyQuestions event management companies ask before they call.
Does it connect with Tally?
Yes. Vendor payments and client invoices can post to Tally, so the event’s accounts are not rebuilt by hand.
Is a Google Sheet enough?
For a few events a month, a well-built sheet can work. When events overlap and vendors are shared across them, a system saves the reconciliation week.
Can it handle registrations for our events?
Yes. Guest registration, passes, and check-in can be added as a separate app when your events need them.
Can our team update the run sheet on the day?
Yes. The run sheet opens on each team member’s phone, and a change to a timing or contact shows for everyone. The event lead is no longer the only person holding the schedule.
What happens in the free technology audit?
We look at the software, spreadsheets and WhatsApp groups your business runs on today and write down what works, what slows your team down and what is missing. A demo login, a screen-share or a few screenshots are enough to start. You get a report ordered by priority, and there is no obligation to hire us afterwards.
How much will the software cost?
We don’t publish a price, because it depends on what the system has to do. The audit settles the scope, and the cost goes into a written proposal before any work starts.
Bengaluru areas with many event management companies.
Cities where event management companies are common.
Related industries.
Tell us how your business runs today.
A few lines on your spreadsheets, software and WhatsApp groups is enough. We reply the same working day.
- No obligation
- We reply the same working day
- Your details stay private