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Higher education · North America · Event bookings

A university department turns event requests into paid bookings

Each event moves from request to paid on one board. Contracts and invoices come from the department’s Google Docs templates and go out from its own Gmail.

The challenge

Every event booking is a small project. A request comes in, the details get agreed, and a contract and an invoice go out before the payment arrives.

Run from a spreadsheet and an inbox, it’s hard to tell what’s confirmed, what’s been invoiced and who still owes what.

What runs on OLODESK

One booking system where each event has its own page and every step is tracked.

  • Requests that arrive completeOne online form asks for everything the team needs and adds the request to the board.
  • See where every event standsOne board shows which events are confirmed, invoiced or paid.
  • Contracts and invoices in minutesMade from the department’s Google Docs templates, with a PDF of each.
  • Email from your own addressConfirmations, reminders and invoices go out from the department’s Gmail.

The results

  • Contracts and invoices go out faster, in the department’s own format.
  • Anyone on the team can see where an event stands without asking.
  • Unpaid invoices are easy to spot and follow up.
  • Organizers get quick, consistent answers from the first request.

At a glance

Before
The whole booking cycle tracked in a spreadsheet.
Now
One system for every event, with contracts and invoices from the department’s templates.
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Run your bookings from request to payment

Connect your Gmail and Google Docs, and OLODESK builds the booking system around them.

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