Sound familiar?
What event planners tell us before a project starts.
- Every event lives in its own spreadsheet, and I can't see what is due this week across all of them.
- Vendor details and contracts are in my email, and I search for them the night before.
- Guest lists change daily and the caterer and venue are working from old copies.
- Deposits and balances are tracked by hand, and some get missed.
- Inquiries come from five places and I answer them when I get time.
What we build
Each one is a working piece you can open and check when it's done.
Inquiry intake and proposals
One form for every inquiry, with the details put into a client record and a proposal drafted from your own template.
CRM setup and lead pipelines n8n, Make and Zapier automationEvent timeline and task lists
A standard task list built for each event type, with due dates counted back from the event date and reminders to whoever owns each task.
Notion and Airtable systems Airtable consulting and developmentVendor and contract tracking
A vendor sheet or base per event, with contacts, quotes, contract status and payments in one view, and a reminder when something is still unsigned.
Airtable consulting and developmentGuest lists and RSVPs
RSVPs collected through a form, meal choices and seating notes kept together, and a clean list that can be sent to the venue and caterer in one step.
Google Sheets and Apps Script automationDeposits and balances
Invoices and payment links created from the proposal, with reminders on the dates you set and the status shown on the event.
Stripe integration and billing QuickBooks, Xero and HubSpot integrationsEvents at a glance
Upcoming events, open tasks, money due and money received on one page the whole team can open.
Dashboards and reportingEvent planners software we work with: Aisle Planner, HoneyBook, Planning Pod, Cvent, Eventbrite, Ticket Tailor.
And the general tools around it: Airtable, Notion, Google Sheets, Google Calendar, Stripe, QuickBooks, Zapier, Make.
Example projects
Illustrations of the shape of the work, not past clients. Yours gets its own written scope.
Example project
Task list per event
Example: a planner running corporate dinners and weddings picks the event type and date, and gets the right task list with due dates and owners already assigned.
Airtable, email remindersExample project
Guest list to the caterer
Example: RSVPs from an event page are collected into one sheet, and the final headcount with meal choices and dietary notes is sent to the caterer on the cutoff date.
Forms, Google Sheets, emailExample project
Deposit tracker
Example: a planner with a dozen events a quarter wants each event to show what has been invoiced, what has been paid and what is overdue, without opening the accounting tool.
Stripe, QuickBooks, AirtableQuestions people ask first
We already use event planning software. Do we have to switch?
No. We connect it to the sheets, calendars and payment tools around it. If it can't do what you need, we say so in the scope and lay out the options before anything changes.
Can the team and the people you plan for both use it?
Yes. Internal views stay internal, and clients can get a form, a link or a shared page with only what they need to see.
Who owns what you build?
You do. It is built in your own accounts, and you get notes on how it works so your team can change it without us.
How do we start?
Tell us which tools you use and the one task that costs the most time on each event. We reply with questions or a written scope.
Tell us what you need built.
Email a few lines about what you want and which tools you use, or call. We reply with questions or a written scope.
hello@pushbuild.com