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Event management

ERP software for event management companies in India

Quote every wedding, offsite and exhibition from the enquiry, collect advances in stages, bill with the right SAC code, settle caterers and tent houses on time, and keep your own lights and trusses on a register.

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In short

SimpleERP is ERP software for event management companies in India. Enquiries become quotations per event, advances sit on the client until the GST invoice uses them, and vendor bills, crew claims, payroll and owned equipment share one ledger.

Illustration of the CRM pipeline with four stages and a list of follow-ups due today.

A day in an event company

An event company sells a date that cannot move, so the money has to be in before the mandap goes up and the vendors paid before the next booking.

At Rangmahal Events in Jaipur, the November wedding season means four sangeets, two receptions and a corporate offsite in Udaipur in the same fortnight. The owner is on site at a palace venue while the office juggles a revised quotation for a Delhi family, a tent house chasing its last bill and a florist asking whether the second advance has arrived.

The numbers live in three places. Quotations are Word files with five versions each, advances are a column in a spreadsheet, and coordinators keep diesel, parking and last-minute decor receipts in their wallets. Nobody can say quickly how much the caterer is owed across three events, or whether the LED wall the team owns is cheaper than the one hired last week.

SimpleERP gives each event its own quotation and tax invoice on the client's ledger, holds every advance against that client until it is applied, and keeps vendor bills, coordinator claims and the asset register of owned kit in the same books your CA closes at year end.

CRM and quotations

One quotation per event, from the first enquiry

An enquiry from a wedding fair or a referral becomes a lead, then a deal with the event value, and Create quotation opens the editor with the client filled in. Each line carries the venue setup, decor, sound and light, manpower and the coordination fee, so the version the family accepts is the one you bill.

  • Pipeline stages you rename, such as site visit, quoted, negotiating and booked.
  • Follow-ups due today open first, so a family waiting on a revised quote hears back.
  • Lost reason required, so you learn whether price, date or a rival planner lost the booking.
  • Quotation to invoice in one step once the client confirms, with every line carried over.

Illustration of the keyboard-first invoice editor with a focused line, live tax totals and shortcut hints.

A quotation with decor, sound and light and coordination lines.

GST billing and advances

Take advances in stages and bill with the right SAC code

A booking advance is recorded as a receipt on the client with no invoice yet, and it stays there as an advance until you apply it. When you raise the invoice, the advances already received settle it and the client's statement shows what is still due before the event.

  • SAC 998596 on the service lines, with the code and rate saved on each service.
  • CGST and SGST or IGST from the client's state, so an out-of-state corporate client gets IGST.
  • Stage invoices when you bill a share of the fee before the event and the balance after.
  • UPI QR and bank details on the print, for the second and third payments.
LineSACAmount
Event planning and coordination, three functions998596₹1,20,000
Mandap, stage and floral decor998596₹2,40,000
Sound, light and LED wall998596₹1,10,000
Taxable value₹4,70,000
CGST 9% and SGST 9%₹84,600
Invoice total₹5,54,600
A wedding invoice from Rangmahal Events, Jaipur, to a client in Rajasthan (18% is an example rate; confirm yours with your CA)

Illustration of GST tax invoice INV-2026-27-0213 to Ravi Stores with CGST 9% and SGST 9%, round off, a UPI QR code and the amount in words.

A tax invoice with SAC codes and the GST split by place of supply.

Purchase and expenses

Know what you owe every caterer, tent house and crew member

Each vendor's bill goes in as it arrives: the caterer, the tent house, the sound vendor, the florist and freelance crew who invoice per event. Posting it adds input GST and the amount to that supplier's payable, and one payment can clear bills from several events.

  • Hired equipment and services posted to expense accounts, not stock.
  • Supplier statements with every bill and payment, for the season-end settlement.
  • Coordinator claims filed from their phones with receipt photos, approved and reimbursed in three steps.
  • Expense records for on-site spends paid in cash, each with its receipt attached.

Illustration of an expense claim on a phone with a receipt photo and Approve and Reject buttons.

A coordinator files a claim with the receipt from the venue.

Assets and inventory

Keep your own lights, trusses and tents apart from hired kit

Equipment you own and take to event after event belongs on the fixed asset register, with its cost, its holder and monthly depreciation in the ledger. Consumables you buy and use up, such as drapes, linen and cable ties, can be stock in a godown with a reorder level.

  • Allocate kit to a supervisor with a location note, and record when it comes back.
  • Depreciation posted monthly for trusses, LED walls, generators and chairs.
  • Stock by godown for consumables, valued at weighted average cost.
  • Service visits logged on each asset with the next due date, and the cost recorded as an expense.

Illustration of a fixed asset card with a monthly straight-line depreciation schedule.

The asset register with each item's holder, cost and book value.

Ready on day one

What you don't have to set up

SimpleERP seeds the defaults when you sign up, so a planner can quote and bill the next booking in the first week without designing a chart of accounts.

  • A chart of accounts with receivables, payables, GST and fixed assets already mapped.
  • GST rates split into CGST, SGST and IGST, chosen by place of supply.
  • Units such as piece, set, metre, day and hour for lines and stock.
  • Ten expense categories, from travel to repairs, mapped to their accounts.
  • Seven ready-made roles, including Sales for planners and Employee self-service for coordinators.

By job

Event management by job

One system

The modules that do this work

A booked deal becomes a quotation and an invoice; advances settle the invoice, vendor bills and claims post the costs, and owned kit depreciates every month into the same ledger.

Honest limits

What SimpleERP does not do for event companies yet

Planners ask about these early, so here they are before you sign up.

  • Profit per event. There is no project accounting; keep one quotation per event and read the client's ledger and the vendor bills for that date.
  • An availability calendar for hiring out your own lights, chairs or tents. The asset register shows the holder, not the bookings.
  • Vendor contracts or rate agreements. Attach the signed contract to the bill instead.
  • Budgets per event or cost centres.
  • Weekly or daily crew pay. Payroll runs monthly; freelance crew are paid against their bills.

Getting started

Start with your first invoice

  1. Sign up with your phone

    Name, phone number and a password. No card for the seven-day trial, and email is optional.

  2. Tell us about the business

    Type your GSTIN and the state fills itself. Accounts, GST rates, units, roles and numbering are seeded for you.

  3. Add what you sell

    Add your services, such as event coordination, decor, sound and light and manpower, with SAC 998596 or the code your CA gives you and the GST rate. Owned kit goes on the asset register, not in stock.

  4. Post your first GST invoice

    Pick the customer, add lines and save. Your first GST invoice can be out within 10 minutes of signing up.

FAQ

Questions, answered

Which GST rate applies to event management services?

Event management is usually billed under SAC 998596 and is often charged at 18%, but catering, venue rent and goods sold on their own can carry other codes and rates. In SimpleERP you set the SAC code and rate on each service and the invoice applies it. Rates change, so confirm the rate for your goods with your CA or the GST portal before you rely on it.

Can SimpleERP show the profit on each wedding or event?

Not directly. There is no project accounting yet. Most planners raise one quotation and one invoice per event then set the client's invoices against the vendor bills dated for that event. A per-event profit report is not built in.

How do we record advances taken in two or three stages?

Record each payment as a receipt from the client without allocating it, and it stays on the client as an advance. When the invoice is raised, apply the advances to it. See partial payments and advances, and ask your CA how GST on advances for services applies to you.

Does it suit a team of 5 to 40 people with freelancers in the season?

Yes. Members are unlimited, salaried coordinators get self-service for attendance, leave, payslips and claims, and freelance crew who send a bill per event are paid as suppliers, so the season peak does not need extra logins.

How do we move from Excel or Tally before the wedding season?

Pick a month start before the rush. Enter opening balances for clients with advances, vendors you owe and your bank, add your services with their SAC codes, and register owned lights, trusses, chairs and tents as assets already in use with their accumulated depreciation.

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