End-to-End Booking Workflow System for Events Venue

Client: Independent Music & Events Venue (The Cause), London

Tools Used: Google Sheets • Google Apps Script • Make.com • PandaDoc • QuickBooks

The venue managed its bookings through Google Sheets, relying on its flexibility and visual layout as a calendar. However, this approach created major inefficiencies — key workflows like contract generation, fee calculation, and invoicing had to be handled manually. This led to inconsistent communication, delayed paperwork, and significant administrative overhead.

I designed a fully automated workflow that built upon the venue’s familiar Google Sheets calendar while integrating robust automation through Google Apps Script and third-party tools.

Once an event was booked, the system would:

Automatically calculate hire fees based on room, time of day, and season

Generate and send contracts via PandaDoc, collecting client details and e-signatures

Create and deliver invoices using the signed contract data

Thread all communications in the same email chain for a seamless client experience

This approach preserved the simplicity of the existing Google Sheets setup while transforming it into a structured, end-to-end booking system.

16 hours saved weekly in administrative work

Faster turnaround from booking to invoice delivery

Improved consistency in pricing and documentation

Increased visibility of events across the team

The new workflow replaced multiple disconnected manual steps with one cohesive system. The venue team could now focus more on event delivery and client relationships — not repetitive admin tasks.