Software for event planners
Remember who approved the change to the event.
The venue contact, the person paying and the person deciding on the floor plan may be different people. An event planner CRM should help you recover that context before the next conversation. Microtra brings client details, work notes and financial documents together so the planning record can reflect what you actually agreed.
Make room for the real work.
- Venue search and shortlist
- Corporate reception planning
- Private celebration coordination
- Vendor liaison and planning meetings
- Event-day coordination
- Post-event expense reconciliation
How it works.
Identify the client behind the event
Start with the billing contact and record the practical roles in contact or work notes: decision maker, venue representative and the person to call during setup. Other setup uses Job and Client, without linked records enabled. Distinguish the client's event from a supplier's separate commitment so an address or contact does not become a false approval.
See the clients featureCapture the decisions that alter your scope
Use tasks and notes for the planning services you provide, such as a venue visit, vendor meeting or revised setup schedule. Describe the agreed guest-count basis, access window and deliverables in plain language. Keep the authoritative event plan and supplier agreements in your established process; a short work note should say where a decision came from.
See the jobs featureExplain the planning fee and client costs
Prepare estimates with separate items for planning, coordination and any agreed reimbursable costs. Record expense receipts and indicate which costs belong to the client. Avoid blending a vendor's quote into your own fee without explanation, especially when the client pays that vendor directly. Use your own agreed quantities and prices.
See the expenses featureClose the loop after delivery
Review outstanding tasks, prepare the invoice for the services delivered and share its PDF using your device. Record payments collected elsewhere and review the client's document and payment history before discussing future work. An event recap can identify what was completed and what still needs a conversation, without depending on memory of the final busy day.
See the invoicing feature
What is still on the way.
The client portal and server email delivery are coming soon; share updates through your existing communication channels.
Useful answers.
Is this a replacement for an event production system?
The workflow covers contacts, work, tasks, estimates, expenses and invoices. Keep seating plans, production cues and detailed event documents in the specialist process you already use; this page does not promise a floor-plan designer or vendor marketplace.
How do I distinguish the approver from the payer?
Record the billing details accurately, then explain approval responsibilities in the relevant notes. Confirm significant changes directly with the authorized person and summarize the outcome with the work.
Can clients review the event through a portal?
The client portal is coming soon. Use your normal channel to present proposals, discuss changes and obtain the approvals your business needs.
What should remain visible after the event?
Keep the agreed service scope, final invoice, recorded payments and outstanding client costs easy to find. A concise completion note is useful when the client returns for another celebration or corporate event.
Keep exploring.
Software for small business
Keep your event planning day connected.
Keep client details and the work behind each visit together in Microtra. Start your 14-day free trial. No card needed.
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