Events agencies work on tight deadlines with multiple vendors, staged payments and a constant need to know whether each event actually made money. Most agencies end up with a project planning tool, a separate quote template, WhatsApp threads for vendor coordination and a basic accounting app that was never built for event-by-event cost tracking.
Vendra puts it in one system. Each event is a project. You build and send client quotes from Vendra. Vendor purchase orders come from the event brief. Invoicing handles deposits and final payments. Once the event closes, the profitability report shows what it earned and what it cost — broken down by vendor, staff and direct expenses.
Each event is a project with tasks and deadlines
When a brief is confirmed, a project is created in Vendra. The project is linked to the client and carries the event date as the deadline. Tasks are organised across the pre-event timeline:
- Brief confirmed and concept approved
- Venue sourced and booked
- Caterer, AV and décor vendors contracted
- Run sheet and logistics plan finalised
- Event day execution and on-site management
- Post-event debrief, vendor payment and client closeout
Each task is assigned to the responsible team member with a deadline and logged hours. The project manager sees the full calendar of all active events side by side, so resourcing conflicts and scheduling overlaps are visible weeks in advance — not the day before.
Client quotations with itemised event services
Client quotations are built in the Vendra sales module with each service as a separate line: venue coordination, catering management, AV production, floral and décor, photography, transport and staffing. The quotation is generated as a polished PDF and sent directly from Vendra by email. When the client approves, the quotation converts to a confirmed sales order in one click — no retyping required.
Because each service is a separate line on the quotation, the agency can track revenue per service type across all events. Catering coordination may be your most profitable service line. Vendra shows you that without a manual calculation.
Vendor purchase orders for every event
Every vendor engaged for an event gets a purchase order in Vendra — the caterer, AV rental company, florist, photographer, security firm and transport provider. Each purchase order carries the event project reference. When the vendor submits their invoice after the event, it is entered as a vendor bill, matched to the purchase order automatically and tagged to the event project. Vendor costs accumulate in the event profitability report in real time.
Staff and freelancer expense tracking
Staff expenses during event planning and execution — travel to site, event day meals, props purchased on the spot, last-minute supplies — are submitted as expense claims in Vendra. Each claim is attached to a receipt and tagged to the event project. After manager approval, the cost posts directly to the event's expense account. Freelancer fees are processed as vendor bills in the same workflow as any other supplier.
Event as project
Each event gets its own project. Tasks have owners and due dates. You can see all your active events side by side in a calendar view.
Client quotations
Build a quote with each service on a separate line. Send it as a PDF by email. When the client says yes, one click turns it into a confirmed order.
Vendor purchase orders
Every vendor gets a purchase order linked to the event. When their invoice arrives, it matches to the PO automatically. Costs go straight into the event report.
Deposit and balance invoicing
Send a deposit invoice at booking and a final invoice after the event. Both are linked to the same order so you can always see what's been paid and what's still due.
Event profitability
See what each event earned versus what it cost. Vendor bills, staff expenses and direct costs all roll up automatically once they're tagged to the event.
Calendar scheduling
All events, deadlines and task due dates on one shared calendar. Everyone on the team can see what's happening and when.
Deposit and balance invoicing
Events agencies typically collect a deposit at booking and the balance after the event. In Vendra, the first invoice is a down payment invoice for the agreed deposit percentage — commonly 50% of the total quoted value. After the event is delivered, the final balance invoice is raised for the remaining amount. Both invoices are linked to the same sales order, so the client can see their payment history and the agency can see outstanding balances at a glance.
WhatsApp client notifications
Client communication at key event milestones — proposal sent, booking confirmed, event reminder, post-event summary — is handled through Vendra's WhatsApp Business integration. Pre-approved message templates are sent directly from the client record or the sales order. Notification history is logged in the record's chatter so any team member can see what was communicated and when without asking the account manager.
Event equipment inventory tracking
Agencies that own equipment — staging, furniture, lighting rigs, tableware — track their asset inventory in the Vendra inventory module. Equipment is issued to an event project as an internal transfer and returned after the event. This gives the operations team an always-current view of what equipment is available, what is out on an event and what needs servicing.
Multi-team agency management
Agencies with teams in multiple cities or countries operate each office as a separate company under the Pro Plus plan. Each team manages its own events, vendors and clients independently. The agency director sees consolidated event revenue, vendor spend and team profitability across all offices from one login — without needing to request individual reports from each team.
Which plan does an events agency need?
Most events agencies start on the Pro plan at $27/month, which covers projects, sales, purchasing, expenses, inventory and full accounting. Multi-office agencies or those with separate trading entities for different event verticals benefit from Pro Plus at $50/month for multi-company management and consolidated group reporting.