|
|
Event organisers, agencies and venues live on quick replies and reliable arrangements. Between enquiry, planning and settlement, a lot of emails, contracts and deadlines pile up. The Business Optimizer captures enquiries, keeps options, payment terms and replies in view, collects supplier invoices after the event and keeps your clients informed at every planning step. You decide, the software prepares.
Anyone organising events juggles several dates, rooms and trades at once. Typically it looks like this:
A company asks by form or email about a date, a headcount and a room. Whoever replies first often has the better hand.
Technology, catering, stage, decoration, staff: every supplier writes, changes and asks, often about several events at once.
Options expire, payment terms approach, replies are expected. A missed date quickly becomes costly or awkward.
For the set-up, technical details, floor plans or signed contracts are missing, and someone has to request or deliver them.
"How far along are we?" is the most common question, and it usually arrives while the team is busy building up.
Supplier invoices trickle in over weeks, and for the settlement exactly one is missing in the end.
Each workflow is a case type with its own fields, deadlines and status values. The person decides, the software captures and prepares.
Input: web form, mailbox or interface. It captures date, headcount and requested services from text and attachment; missing details stay empty and are asked for. Prepared: confirmation of receipt and a reply draft in your tone. You decide: whether and on what terms you quote.
Input: an email from a supplier or client who needs documents. It captures which document is requested. Prepared: delivery of the requested documents once a person approves them. You decide: what goes out.
Input: mailbox or interface. It captures invoice number, amount, IBAN and due date from mail and attachment, only what is in the document. Prepared: structured filing, overview and CSV export. You decide: whether and when to pay.
Each case type has a deadline in working hours, counted with calendar and public holidays. Prepared: early warning before the deadline, notification of the assignee when it is missed, escalation to the administrators, follow-up dates with due notices. You decide: how to proceed.
For the case type you define status values, for example "Quote with client" or "Technical coordination in progress". Every change appears with a timestamp in the history, and the client is told by email. You decide: which steps exist.
Input: a contract as attachment. The AI reads it and compiles must-change items, negotiable points and sticking points for your review. It does not replace legal advice. You decide: what to accept, change or reject.
The input is on the left, the result in the Business Optimizer on the right. All values are invented sample data.
Web form: company party enquiry
From: Mustermann Beispiel GmbH, einkauf@beispiel-firma.de
"We are planning a company party on 12 December 2026 for about 80 people and are looking for rooms with a buffet and technology for short presentations. Please send a quote."
The form arrives through the interface. The Business Optimizer recognises a quote request and opens a new case with a case number.
The draft sits in the Outlook drafts folder, with signature and your text blocks. A person checks and sends. If the enquirer does not reply, a follow-up draft is created after the set number of reminders, after which the software gives up.
In the intro call we look together at your enquiries, suppliers and settlement.
Your client receives a confirmation of receipt with the captured details and, if something is missing, a targeted question. Every outgoing email carries the case number in the subject line, so replies are matched to the right case.
At each planning step the client learns by email where their event stands. That saves questions during set-up and shows them they are well looked after. In the live monitor you can see at any time which case is at which step.
Whether you accept an enquiry, submit a quote, sign a contract or pay an invoice remains your decision. The Business Optimizer takes over capturing, sorting, reminding and drafting, not the responsibility. Replies reach you as drafts; automatic sending exists only as an option you switch on deliberately per type. Every new case type starts in observe mode and triggers nothing.
More on the pages Requests left waiting, Deadlines and escalation, Incoming invoices and Fewer calls, more clarity. The overview is on the Business Optimizer page, and you can work out the benefit in the time calculator with your own assumptions.
We let the Business Optimizer read along with your own enquiries before anything goes live. Set-up and billing by effort.
Have further questions? Feel free to contact us directly via our contact form or by e-mail.
It captures date, headcount and requested services from the form or email, confirms receipt and asks for missing details. The reply waits as a draft in your tone, and a person sends it.
For each case type you set a deadline in working hours. An early warning before the deadline is part of the offer, if it is missed the assignee is notified, and then the case escalates to the administrators.
Yes. Invoice number, amount, IBAN and due date are read from mail and attachment and filed, with an overview and CSV export. Anything not in the document stays empty.
It pre-sorts: must-change items, negotiable points and sticking points are compiled for your review. This is not legal advice, and the decision stays with you.
Operation takes place in Germany, and on request we use only European AI models. Emails and forms are treated as data, never as commands. Tenants are separated, and roles control who sees what.
In the intro call we clarify your inputs and case types. Every type starts in observe mode without triggering anything and goes live only after your review. Set-up and billing by effort.