Event staffing firm streamlines booking and invoicing with automation

Crew Supply, an audio visual and event production staffing company, faced significant inefficiencies in their Booking Department due to manual order processing, document generation, and invoicing. By implementing Sheetgo, they transformed a cumbersome, error-prone workflow into a fully automated system, improving data accuracy, accelerating order fulfillment, and drastically reducing the time spent on administrative tasks for critical event operations.

The Booking Department at Crew Supply struggled with a highly manual and error-prone process for managing client orders. Initial client order information, collected via Jotform, required manual transfer to a central Google Sheet, leading to delays and potential data discrepancies. Subsequent steps, including creating order confirmations, generating specialized documents for project managers and crew leads, and reconciling staff hours from separate Jotform submissions, were all performed manually. This fragmented workflow hindered efficient data synchronization, increasing the risk of human error and significantly impacting productivity. The final hurdle was a time-consuming manual invoicing process, which involved extracting data from spreadsheets and re-entering it into QuickBooks, creating bottlenecks and limiting the department's capacity to scale operations.

Sheetgo provided Crew Supply's Booking Department with a comprehensive automation solution that revolutionized their order processing. By seamlessly integrating Jotform submissions, Sheetgo automatically transferred client order information directly into their central Google Sheet, eliminating manual data entry and its associated errors. Leveraging Sheetgo's workflow capabilities, customized order confirmations and critical documents for project managers and crew leads were automatically generated from the consolidated data. The platform further streamlined operations by automating the transfer of staff hours from separate Jotform submissions into the main order tracking sheet. Finally, Sheetgo facilitated the automatic generation of CSV files from the Google Sheet, enabling a direct and efficient import into QuickBooks, thereby fully automating the invoicing process. These integrated workflows dramatically improved efficiency, enhanced data accuracy, and freed up valuable time for the team to focus on core event coordination.