Events business — custom operations CRM

The problem

Leads came in through email, web forms, and phone — then disappeared into spreadsheets. Job status lived in someone's head. Billing lagged weeks behind delivery. Generic CRM fields didn't match their package-based sales model.

Constraints

• — Team had rejected two previous CRM rollouts
• — No full-time internal developer
• — Needed live before peak season in 10 weeks

Approach

1. Step 1

   Workflow mapping

   Mapped enquiry → quote → job → crew assignment → delivery → invoice. Identified where data was duplicated and where AI could draft admin, not replace judgment.

2. Step 2

   Custom build

   Built a job-centric CRM on GCP and Supabase — packages, venues, crew rosters, and client comms in one system shaped to their actual sales process.

3. Step 3

   AI & automation

   Embedded AI for enquiry summaries, follow-up drafts, and status updates. Connected email intake and invoicing triggers via n8n workflows.

Deliverables

• Production CRM with role-based access
• Enquiry-to-invoice workflow in one system
• AI-assisted admin for follow-ups and summaries
• Staff training and handover documentation

Results

Lead capture

Single pipeline — no more shadow spreadsheets

Admin time

Estimated 8–12 hrs/week saved on status chasing

Adoption

Team live on day one — built around their process

Stack

GCP · Supabase · n8n · embedded AI