Enquiry to final settlement, with head count driving every quotation.
Carry a planner’s enquiry through to the final settlement. Quotations are built on head count, so moving from 400 guests to 550 changes the plates, the chairs and the price in one place. Vendors are booked against the event with their advances recorded, the day runs from a printed schedule, and staff are deployed slot by slot.
- Packages, per-plate rates and vendor panel loaded before the first event
- Confirmed dates and advances already taken carried over as they stand
- Configured, hosted and supported by one remote team
Wedding planners and event companies use this software to carry an enquiry through to the final settlement. Quotations are built on head count, so a change in guests reworks plates, seating and the total at once. GullySystem sets it up around your packages. Vendor bookings, advances, day schedules and casual staff deployment sit on the same event file.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry
Record name, date, venue, expected guests, budget range and source. Each enquiry carries a follow-up date until it is closed or lost.
- 2
Site visit and quotation
Attach visit notes and photographs of the hall to the enquiry. Build the quotation from your package and rate card at the discussed head count, and keep every version sent.
- 3
Confirmation
Create the event from the accepted quotation and block the date against your calendar and equipment. Booking the same date twice needs a deliberate override.
- 4
Vendor booking
Book caterer, decorator, lights, sound, photographer and transport against the event at agreed amounts. Record advances as they are paid, and check final bills against them.
- 5
The day
A printed run sheet carries timings, the vendor for each item and the person responsible. Staff are deployed by slot and marked present on arrival.
- 6
Settlement
Adjust vendor bills against advances and close them. Collect the client’s balance against the final invoice and see what the event billed and cost.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
Enquiries and their sources
Hold every enquiry with its date, venue, guest count, budget and source, each with an owner and next follow-up date.
Learn moreSite visits
Schedule visits against an enquiry with who went, what was measured and photographs of the hall, feeding the quotation.
Learn morePackages and rate cards
Price packages per plate, per item, per day or per person, with what each includes. Seasonal and weekend rates can differ.
Learn moreHead-count quotations
Build quotations at a guest count so a change reworks plates, seating and totals together. Versions are kept, and the accepted one is marked.
Learn moreEvent calendar
Show weddings, receptions, corporate events, birthdays and exhibitions by date and venue, confirmed or tentative. Popular dates crowd into the same few weekends, so a warning comes before a date, a crew or a piece of equipment is double booked.
Learn moreVendors and bookings
Keep your panel of caterers, decorators, lights, sound, photographers and transport with rates and past work, and book a vendor against an event.
Learn moreVendor advances and bills
Record advances with mode and payer, and set every vendor bill against them so the closing figure is arithmetic.
Learn moreDay schedule
Prepare the run sheet with time, activity, vendor, person in charge and place. A banquet desk knows this sheet as the banquet event order (BEO). It prints and opens in a phone browser at the venue.
Learn moreStaff deployment and attendance
Assign supervisors, coordinators and casual staff by slot with the agreed rate, and use attendance marked on the day for payment.
Learn moreYour own stock and equipment
Issue chairs, sofas, props, carpets and lights to an event and record return, noting damaged or missing items.
Learn moreClient payments and invoices
Record advance, part payments and the final invoice with the right tax against the event, with the balance due and promised date visible.
Learn moreEvent settlement
Show billed amount, vendor cost, staff cost and stock use on one page per event, as the basis for the next quotation.
Learn moreThe business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Lead Management
Planners record each enquiry with its date, venue, guest count, budget and source, and give it an owner and a next follow-up date.
- Quote & Proposal Management
Quotations are built at a guest count, so changing it reworks plates, seating and totals together, with versions kept and the accepted one marked.
- Vendor Management
The panel of caterers, decorators, sound, light, photography and transport holds rates and past work, and a vendor is booked against a particular event.
- Invoice Management
Accounts record the advance, part payments and final tax invoice against each event, with the balance due and the promised date in view.
- Attendance & Time Tracking
Coordinators assign supervisors and casual staff by slot at the agreed rate, and attendance marked on the day becomes the basis for their payment.
- Resource and Room Booking
The event calendar shows weddings, receptions and exhibitions by date and venue, and warns before a date, crew or equipment is double booked.
- Expense Tracking
Advances paid to vendors are recorded with mode and payer, and each vendor bill is set against them, so the closing figure is plain arithmetic.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Every part of the system, by area.
Take the modules you need. Each one works on its own or inside a larger system built for you.
- Applicant Tracking (5)
- CRM (8)
- Finance & Accounting (10)
- Helpdesk (4)
- Human Resources (13)
- Inventory Management (5)
- Project Management (7)
- Manufacturing (6)
- Procurement (4)
- Sales and Distribution (6)
- Field Service (5)
- Statutory and Compliance (4)
- Retail and POS (4)
- Bookings and Appointments (3)
- Subscriptions (2)
- Assets and Fleet (4)
- Platform (6)
- Analytics (2)
- Documents (1)
- All business solutions
Tools it connects to.
Each connection is scoped for your own account, one data flow at a time.
Topics beyond the modules.
Each page covers one part of how the system is used, connected or controlled.
Views by Role for Event Companies
An event company splits its work between owners, the sales desk, coordinators, supervisors and accounts.
Learn moreReports for Event and Wedding Companies
These reports cover events by date, quotations, vendor advances, client payments, staff, event results and equipment.
Learn moreWhat the Event Software Connects To
The event system connects to WhatsApp, Google Calendar, wallet and bank transfer records, Excel files and your accounting software.
Learn moreOne system, each person sees their part.
For owners
Watch the calendar, confirmed events, advances out with vendors and what each event made. Approve quotations above a set figure.
For the enquiry and sales desk
Log enquiries, fix site visits, build quotations at different head counts and follow up until the date is confirmed or lost.
For event coordinators
Book vendors, build the day schedule, deploy staff and manage late changes, from a phone once the function starts.
For on-ground supervisors
Open the run sheet at the venue, mark staff present and note what left your stock and what returned.
For accounts
Record client payments, pay and adjust vendor advances, raise the final invoice and follow up on the balance.
The numbers the owner asks for.
- Events by date, with what is still tentative
- Quotations sent, revised, won and lost, by enquiry source
- Advances paid to each vendor and how much is still to be adjusted
- Client payments received against each event, and the balance due
- Staff deployed per event, by day and by slot, with what they are owed
- What each event billed against what it cost
- Equipment issued to an event and what came back damaged or short
Who this is built for.
- Wedding planners running several functions on the same weekend
- Event companies with a vendor panel and advances going out every week
- Banquet hall operators quoting per plate and per day
- Planners who deploy thirty or forty casual staff on an event morning
- Firms whose quotations are revised three times before the date is fixed
- Companies doing corporate events billed against a purchase order
When it is not the right choice.
- A venue that only rents the hall and takes no part in the function. A booking calendar will do.
- Anyone wanting a public ticketing site. Selling passes and registrations online is a different kind of software.
- A single decorator doing three events a month. Your diary and a payment QR code cost you nothing.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- WhatsApp click-to-chat
- Google Calendar for event dates
- Wallet and bank transfer records
- Excel imports of vendor and rate lists
- Accounting software, through an export agreed at set-up
Questions owners ask before a demo.
Can a quotation be revised when the head count changes?
Yes. Guest count sits on the quotation, and changing it reworks plates, seating, staff and totals together. Each version is kept, so you can show which figure was quoted and when.
Does it hold the guest list, RSVPs and a seating chart?
No. The event carries the head count, which drives plates, chairs, staff and the price. Guest names, RSVP replies and a table plan are not kept here. Those stay wherever you and the client keep them today.
How are vendor advances tracked?
Advance by advance, with who paid and how. When the vendor’s final bill arrives, it is set against what has been taken, and the balance is what you pay.
Can the supervisor see the day schedule on a phone?
Yes. The run sheet opens in the browser on any phone, where staff can be marked present and changes noted. It also prints for venues with poor network. A destination wedding in another city works the same way, with that city’s vendors on your panel.
Can the client see the quotation and the payment position?
There is no client login. Quotation versions, the balance due and the run sheet go out from your team on WhatsApp or email. The event file itself stays with your staff.
Does it work with our accounting software?
Accounts can stay in your accounting software. Client invoices, receipts and vendor payments are recorded here against each event. An export can be built at set-up.
Can we see what an event actually made?
It shows what was billed, what vendors and staff cost and what of your own equipment was used. Cash spent on the day must be recorded as an event expense to be included.
Who owns our client and vendor data?
Your company does. Taking the whole record out is covered in the proposal.
What does it cost?
Users, your package and rate cards and the vendor panel set the cost. Calendar and accounting links, plus Excel lists of vendors and rates, add to the work. A trial on one of your recent events comes first, then a quotation that prices each part so something can be left out.
We manage on Excel and WhatsApp. Why change?
Probably not if you run one event a fortnight. The case changes when several functions share a weekend and vendor advances grow into large sums. Describe your event calendar and vendor advances, and we will tell you frankly if this suits.
How soon before the next live weekend runs on it?
Enquiries, packages, head-count quotations and the event calendar are what replace the Excel sheet, so they open the work. Vendors, advances and the day schedule come next. Staff deployment, own stock and settlement follow. Training is booked ahead of a busy weekend, and the proposal carries the dates.
What papers should the event company hand over?
Hand over your package sheets with per-plate rates, the vendor list with what each is owed, and the calendar for coming events. A past quotation, a vendor bill, a run sheet and a settlement statement help us match your habits. Owners, the sales desk, a coordinator, a supervisor and accounts all need a say. Calendar and accounting access is needed.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Every part, on its own page.
Each page covers one part of the system: what it records, who uses it and what it hands on.
- Head-Count Quotations for Weddings
- Vendor Bookings and Panel for Each Function
- Run Sheet for Wedding and Event Days
- Staff Deployment and Attendance per Event
- Event Calendar by Date and Venue
- Vendor Advances Set Against Bills
- Equipment Stock Issued to Events
- Event Settlement Page for Each Event
- Site Visit Records for Event Planners
- Packages and Rate Cards for Event Pricing
- Client Payments and Invoices for Events
- Enquiries and Their Sources for Event Planners
- Views by Role for Event Companies
- Reports for Event and Wedding Companies
- What the Event Software Connects To
Built for.
The trades this product is set up for. Pick yours to see how the work runs there.
Related products.
See Event and Wedding Management Software set up around your records.
Tell us how you run things today. An engineer reads it and writes back with what fits as it is, what would need changing, and what we would start with.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements