Product

Every tool your
event business needs.

From the first quote to the final load-out — EvntPro covers the entire lifecycle of a professional event. No duct-taped stack of tools. No missing pieces.

Start Free Trial
01

Event management

The central spine of your business. Every event, every detail, every dollar — in one organized place.

  • Event pipelineFull status pipeline: Inquiry → Quoted → Booked → Confirmed → Completed → Cancelled, with a drag-and-drop Kanban view.
  • Calendar viewSee all events on a calendar — switch between month, week, and day views at a glance. Events are color-coded by status (Inquiry / Quoted / Booked / Confirmed / Completed / Cancelled) with an on-screen status legend and a monthly event count summary by status.
  • Multi-contact supportBride, groom, planner, parents — multiple contacts per event, each with defined roles.
  • Full production window trackingSetup, Load-in, Event Start, Event End, Strike, and Load-out Complete — not just a start and end time.
  • Venue managementVenue records with address autocomplete (Google Places), rooms, capacity, and the ability to add venues directly from an event.
  • NotesInternal notes (team-only), client notes, and resource notes all live on the event.
  • Event clone & templatesStart from a similar event or a saved template.
  • File attachmentsContracts, COIs, floor plans, song lists — all on the event.
  • Calendar syncTwo-way sync with Google Calendar and Outlook.
  • Dashboard task viewSee overdue, due today, due this week, and tasks assigned to others — all from your dashboard.
  • Professional PDF exportsEvery quote, invoice, and event package downloads as a beautifully formatted PDF with your branding.
02

Work management

Everything that needs to happen between booking and load-in — tracked inside every event.

  • TasksTitle, description (rich text), status, priority, due date, assignee — with file & image attachments stored on S3.
  • ChecklistsNamed checklists (e.g. "Day-of Setup") with checkable items, per-item assignees, and a live progress bar.
  • Artwork trackingTrack banners, backdrops, and signage per event — name, file URL, dimensions (L×W×H), material type, and a 7-stage status pipeline from Not Started to Completed.
  • Calendar syncSubscribe to your event calendar in Google Calendar, Outlook, or Apple Calendar via .ics feed.
Production

Crew & Logistics

Purpose-built for production companies. Manage crew, trucks, and equipment from quote to load-out — all in one place. Built for AV companies, staging companies, and DJ companies with field crews.

Crew Management
  • Free crew accountsUnlimited crew members at no extra cost — crew get their own login without counting against your seat limit.
  • Magic-link crew portalNo app download required. Crew tap a link to confirm their schedule, see their call time, and check in on-site — from any phone.
  • Role-based accessCrew never see financials, client details, or anything outside their job. They only see what they need: their role, call time, and event details.
  • Event-specific roles & call timesAssign each crew member a role and call time per event (e.g. “Lead Audio Tech · 9:00 AM”) — tracked separately from their general staff record.
  • Accept / decline confirmationsCrew confirm their assignments with one tap. You see who's confirmed, who's pending, and who declined — at a glance.
  • On-site check-in from phoneCrew check themselves in on arrival. Timestamp logged automatically — no paper sign-in sheets.
Truck & Vehicle Logistics
  • Assign trucks to eventsSet the driver, departure time, and estimated arrival for each truck. No more calls asking “where's the truck?”
  • Full status trackingBuilding → Loaded → Departed → Arrived at Venue → Returned. Every stage is logged with a timestamp and the person who advanced it.
  • Multi-truck supportAssign multiple trucks to a single event — each tracked independently with its own crew, cargo, and status.
  • Warehouse departure managementSet expected warehouse departure times and track actual departure. Know when trucks leave and flag delays early.
  • Crew-to-truck assignmentsAssign crew members to specific trucks so everyone knows who's riding with what load.
Pull Sheets & Pack Lists
  • Auto-generated pull sheetsPull sheets are generated automatically from event inventory — no manual entry. Every item on the quote flows into the pull list.
  • 7-stage item trackingPulled → Checked / QC → Loaded on Truck → Arrived at Venue → Unloaded → Loaded Return → Returned to Warehouse. Nothing falls through the cracks.
  • Timestamp & accountabilityEvery stage advance is logged with a timestamp and the user who did it — full audit trail from warehouse to venue and back.
  • Condition tracking on returnFlag damaged or missing items on return. Photo documentation from phone — before disputes happen.
  • Bulk stage advancementMark all items as pulled, mark all as loaded — in one tap. Stop checking off 40 items one at a time.
QR Codes
  • QR code on every pull sheet PDFEvery printed pull sheet has a QR code. Crew scan it to open the live digital version — always current, even if the PDF was printed days ago.
  • Printable QR labels for inventoryGenerate QR labels for individual items. Scan any item to check it off the pull list — no hunting through a spreadsheet.
  • No hardware requiredWorks with the phone camera every crew member already has. No scanners, no special apps, no extra equipment.
  • Damage reporting with photoCrew scan an item and attach a damage photo on the spot — timestamped evidence before the truck leaves the venue.
Dispatch Overview
  • Day viewSee all trucks and crew across every active event for any given day — your full operations snapshot in one screen.
  • Week viewSpot coverage gaps and double-bookings before they become day-of problems. Plan crew and truck assignments a week out.
  • Real-time truck status boardA live board showing the current status of every truck — from Building through Returned. Know exactly where your gear is at any moment.
  • One-click reminders to unconfirmed crewSee who hasn't confirmed their assignment and send a reminder to all of them in one click — no individual texts required.
03

Client portal

A branded, mobile-first experience clients actually want to open.

  • White-label brandingYour logo, your colors, custom messaging — clients think you built it yourself.
  • Secure tokenized accessClients access via a secure tokenized link — no account or password required.
  • Quote review & e-signClients review, approve, and sign quotes from any device.
  • Contract review & e-signClients review and sign contracts in the same portal, no DocuSign needed.
  • Invoice view & PDF downloadClients see their invoices, payment history, and balance due at a glance — and can download any invoice as a PDF.
  • Payment history & balance dueEvery payment recorded is visible to the client, with a clear running balance so there's never confusion about what's owed.
  • Line items with photosClients see every line item on their quote and invoice with the inventory image alongside it — no more asking "what is this charge?"
  • Click-to-enlarge image lightboxClients can click any line item image in the portal to open a full-size lightbox view.
  • Full event detailsSetup time, start and end times, venue, and guest count are all shown in the portal — so clients always have the confirmed logistics in one place.
  • Portal messaging threadTwo-way messaging tied to the event — no more email back-and-forth.
  • Planning form responsesGather must-play songs, timeline preferences, pronunciations, and more via portal forms.
  • View tracking & notificationsGet notified the moment a client opens a quote or invoice — so you know exactly when to follow up.
  • Mobile-optimizedMost clients sign from their phone. The entire portal is built for mobile-first.
04

Quotes & invoices

Built for the shape of real event pricing — sectioned, itemized, and signable.

  • Sectioned quotesCustom section names — Main Room, Cocktail Hour, Ceremony, Photo Booth — structured the way events actually run.
  • Drag-and-drop line item reorderingGrab the handle on any line item and drag it to a new position within its section — no deleting and re-adding required.
  • Contract attachment to quotesAttach a doc template as a contract directly to a quote. The client must review and sign the contract before they can approve the quote.
  • Inventory-linked line itemsPull from your catalog or add custom items; each line item shows title and description.
  • Line item imagesItem images from your inventory catalog are shown on the quote, in the client portal, and on the PDF — giving clients a visual breakdown of exactly what they're getting.
  • Save custom items to catalogAdd a custom line item and save it directly to your inventory for future quotes.
  • DiscountsApply a percentage or fixed-amount discount per quote — displayed as a clear line item after the subtotal and before tax.
  • E-signature on every deviceClient signs and you counter-sign — legally binding, no DocuSign required.
  • One-click invoicingConvert accepted quotes to invoices instantly — or have invoices created automatically when a client signs.
  • Expense trackingLog per-event expenses to track margins alongside revenue.
  • PDF download & email deliveryDownload quotes as PDFs or send directly via SendGrid.
  • Stripe paymentsClients pay by card or ACH directly from the portal (1% platform fee on client payments).
04b

Invoice management

Full invoice lifecycle — from auto-creation to final payment, with every status tracked automatically.

  • Full invoice managementLine items, tax, discounts, and totals — the same structure as quotes, carried over automatically.
  • Auto-invoice creationAn invoice is created automatically the moment a client signs a quote — no manual conversion needed.
  • Due date auto-setInvoice due date defaults to 7 days before the event date — configurable per invoice.
  • Payment plans & installment schedulesBreak any invoice into installments with individual due dates — e.g. 25% deposit, 75% balance, or 50/50 split.
  • Record PaymentLog cash, check, bank transfer, or card payments with a note and amount. EvntPro updates the balance due automatically.
  • Payment history per invoiceA full log of every payment recorded against an invoice — date, amount, method, and notes.
  • Auto-status updatesInvoice status updates automatically: Draft → Sent → Viewed → Partially Paid → Paid → Overdue — no manual tracking needed.
05

Run of show & timeline

The definitive event timeline — categorized, collaborative, and shareable.

  • Minute-by-minute timelinePrecise timing for every moment of the event.
  • Category tagsCeremony, Dinner, First Dance, Strike — visual at a glance.
  • Quick-add presetsWedding, corporate, bar mitzvah, birthday templates.
  • Shareable linksSend to venue coordinators, photographers, clients.
  • Version historySee what changed and when as the timeline evolves.
06

Inventory management

Real-time availability so you never promise gear you don't have.

  • Full catalog with categoriesOrganize gear by Sound, Lighting, DJ Gear, AV, Staging, General, or your own custom categories.
  • Item imagesUpload photos per item stored on AWS S3 — images appear on quotes, invoices, and PDFs.
  • Nested / sub-componentsSound System → Speaker ×2 + Sub ×2. Track the system and its parts independently.
  • PackagesPackages are bundles of inventory items — e.g. "DJ + Lighting Package" = CDJ-2000s + Mixer + 4× Par Lights. Add the whole bundle to a quote in one click. Packages contain items only; there are no add-ons, keeping the catalog clean and predictable.
  • Conflict buffer hoursConfigurable minimum hours between events before the system flags a conflict — set your buffer in Settings to match your typical setup and breakdown time.
  • 4-hour buffer blocksAutomatic setup/breakdown windows around every event prevent accidental double-booking.
  • Double-booking preventionHard blocks with manager-only override when you need to break the rules.
  • Availability calendarSee your entire gear catalog on a single calendar view.
  • Maintenance trackingFlag gear as in-repair so it can’t be quoted or assigned.
07

Music management

Purpose-built music planning features no generic CRM can match.

  • Must-play & do-not-play listsClient-submitted, organized by event moment.
  • Special dance trackingFirst dance, parent dances, processional — with timing cues.
  • Guest requestsOptional live request feature during the event.
  • iTunes song searchSearch and add songs directly from the iTunes library — no manual entry needed.
08

Staff & crew

Assign DJs, MCs, coordinators, lighting techs, and photographers — and keep everyone in sync.

  • Staff recordsMaintain a roster with roles, contact info, and pay rates for every crew member.
  • Role-based event assignmentsAssign lead DJ, MC, lighting tech, coordinator, assistant — each tracked per event.
  • Per-event staff managementView and manage every staff member assigned to an event from one place.
  • Availability calendarStaff mark days as available, blocked, or tentative so you never assign unavailable crew.
  • Per-role pay trackingLog pay rates and commissions by role and event for accurate margin reporting.
  • Crew notificationsAutomatic reminders 48 and 24 hours before load-in.
09

Automation & workflows

Set the system to do the follow-ups your team forgets.

  • Email triggers"Quote viewed but not signed for 3 days" → nudge email.
  • Task automationAuto-create task lists based on event type and date.
  • Payment remindersAutomatic invoice reminders before and after due dates.
  • Planning form remindersPush clients to complete required forms before the event.
10

Reports & analytics

Know your numbers — because guessing isn't a business strategy.

  • Revenue dashboardsBooked, projected, and paid — by month, quarter, and year.
  • Conversion trackingLead → quote → booked. See where deals drop off.
  • CSV exportsExport anything. Your data is yours.
  • CSV import & exportBulk import contacts from any CRM or spreadsheet. Export your full contact list anytime.
New

Team & Sales

Manage your sales team, track commissions, and measure pipeline performance — all in one place.

  • Role-based access controlFive roles — Owner, Admin, Sales Rep, Coordinator, and Accountant — each with purpose-built permissions. Sales Reps see only their own deals; Accountants see financials without editing events.
  • Sales dashboardPipeline value, conversion rate, and revenue by event type — always up to date. Know exactly where your business stands at a glance.
  • Commission trackingSet a commission percentage per staff member. EvntPro calculates commission automatically on every booking — no spreadsheets required.
  • Team member invitesInvite team members by email. They accept, set a password, and land in the right role with the right permissions — no IT required.
  • Salesperson assignment per eventAssign a salesperson to any event. Their deals, pipeline, and commission are tracked separately so you know exactly who's driving revenue.
11

Website widgets

Capture leads and qualify events directly from your marketing site.

  • Lead capture widgetEmbeddable contact form that creates a lead in EvntPro.
  • Availability checkerLet prospects check if you're free on their date before inquiring.
  • Quote calculatorInstant ballpark pricing with qualifying questions.

One platform. Zero missing pieces.

Start your free 14-day trial — no credit card required.

Start Your Free Trial