Run Events That Actually Make Money
Opus gives hospitality businesses one platform for event budgeting, vendor coordination, staff scheduling, equipment tracking, and client relationship management. Know your margin before, during, and after every event.
Free plan at $0/month · No credit card required · Xero integration included
What Hospitality Businesses Struggle With
Hospitality is high-energy, people-driven work. But behind every great event is a mountain of coordination, budgeting, and logistics that most businesses manage with spreadsheets and hope.
Event Budgets That Blow Out
You quote a wedding for $15K but by the time you factor in the extra floral arrangements, the upgraded linen, the last-minute AV hire, and the overtime staffing, you have spent $18K. Without real-time budget tracking, event margins disappear before you know it.
Vendor and Supplier Coordination
Every event involves multiple vendors: florists, photographers, entertainers, AV technicians, hire companies. Coordinating bookings, confirming availability, managing deposits, and chasing invoices across a dozen suppliers per event is exhausting and error-prone.
Staff Scheduling Across Multiple Events
You have three events on the same weekend and a pool of casual staff. Scheduling the right people for the right event, managing availability, avoiding double-bookings, and communicating shifts happens through texts and WhatsApp groups that nobody reads properly.
Equipment Inventory Nobody Tracks
Tables, chairs, linen, glassware, AV equipment, marquees. You own or hire hundreds of items that move between venues and events. When something goes missing or breaks, nobody notices until the next event setup when you are short 20 chairs and the client is arriving in two hours.
Client Relationships Lost Between Events
A couple who booked their wedding wants to come back for an anniversary dinner. A corporate client who held their conference at your venue wants to book again next year. But their details, preferences, and event history are scattered across emails, notebooks, and old invoices.
How Opus Solves It for Hospitality
One platform that handles events from enquiry to post-event review. Budgets, vendors, staff, equipment, and client relationships all in one place.
Event Budgeting with Real-Time Cost Tracking
Build a detailed budget for every event: venue hire, catering costs, staff wages, vendor fees, equipment hire, and miscellaneous. As costs come in, Opus tracks them against the budget in real time. You see the margin on every event before, during, and after delivery.
Vendor Management and Booking Coordination
Maintain a vendor directory with contact details, specialties, pricing, and past event history. Book vendors against specific events, track deposit payments, confirm availability, and manage their invoices. Every vendor interaction is logged against the event for full traceability.
Staff Scheduling and Time Tracking
Schedule casual and permanent staff across events using a visual calendar. Staff see their shifts, confirm availability, and clock on/off digitally. Track hours per event for accurate payroll and cost allocation. Avoid double-bookings with conflict detection.
Equipment Inventory and Tracking
Register all your equipment: furniture, linen, AV gear, kitchen equipment, marquees, decor items. Track quantities, condition, and location. Assign equipment to events and see what is available, what is allocated, and what needs repair or replacement.
Client CRM with Event History
Every client has a profile showing their full event history, preferences, communication log, and invoicing record. When a repeat client calls, you instantly see what they booked before, what they liked, and any special requirements. Build relationships that drive repeat bookings.
AI-Powered Business Insights
Ask questions about your business in plain English. "What is our average margin on weddings?" "Which vendors have the most outstanding invoices?" "How does this month compare to the same month last year?" Opus analyses your data and gives you answers in seconds.
The Event Lifecycle in Opus
From the first enquiry to post-event review and repeat bookings, Opus manages every stage of your hospitality business workflow.
Enquiry and Proposal
A client enquires about hosting an event. Opus captures the lead, logs their requirements (date, guest count, style, budget), and lets you build a professional proposal with a line-item budget.
Booking and Deposits
Client accepts the proposal. The event is confirmed with a deposit. Opus creates the active event project with the budget, timeline, and key milestones already populated from the proposal.
Planning and Coordination
Book vendors, schedule staff, allocate equipment, and manage the run sheet. Every detail lives in one place. Changes are tracked and their cost impact is reflected in the budget immediately.
Event Delivery
The day arrives. Staff clock on, vendors confirm arrival, and the run sheet guides execution. Any additional costs (overtime, extra supplies) are logged in real time against the event budget.
Billing and Settlement
Generate the final invoice, deduct the deposit, and sync to Xero. Vendor invoices are reconciled against the event. The final margin is calculated and stored for benchmarking.
Review and Repeat
Analyse the event profitability, capture client feedback, and store preferences for future bookings. The client stays in your CRM for follow-up, referrals, and repeat events.
Know Your Numbers Before the Event Ends
Hospitality margins are thin. Opus gives you the financial visibility to protect them on every event, every catering job, and every venue booking.
Event Profitability
See the true margin on every event after all costs: venue, catering, staff, vendors, equipment, and overheads. Compare quoted versus actual to refine your pricing for future events.
Vendor Spend Tracking
Track how much you spend with each vendor across all events. Identify your highest-volume suppliers and negotiate better rates with data. See outstanding vendor invoices at a glance.
Revenue by Event Type
Understand which event types drive the best margins. Weddings versus corporate events versus private parties. Use this data to focus your marketing and pricing where the returns are strongest.
Xero-Synced Billing
Client invoices, deposit tracking, and vendor payments all sync to Xero. Progress invoicing for large events, split billing, and GST are handled automatically. No manual reconciliation at month end.
Stop Discovering You Lost Money After the Event
Most hospitality businesses only calculate their margin weeks after an event when the final vendor invoices arrive and the bookkeeper catches up. Opus tracks costs as they happen, so you see the margin moving in real time. If a wedding is trending towards a loss because of vendor cost overruns or extra staffing, you know before the event is over, not after.
Frequently Asked Questions
Common questions from hospitality and event businesses evaluating Opus as their management platform.
Is Opus suitable for small event businesses or only large venues?
Opus works for hospitality businesses of all sizes. Whether you are a solo event planner, a boutique catering company with five staff, or a large venue operation running multiple events per week, the platform scales to fit. The Free plan at $0 is perfect for getting started, and you can grow into the paid plans (Starter at $10/user, Professional at $25/user, Business at $50/user, Enterprise at $100/user) as your team expands.
Can Opus handle multiple events happening on the same day?
Yes. Each event is its own project with its own budget, staff roster, vendor list, and equipment allocation. The scheduling system handles conflict detection across staff and equipment, so you cannot accidentally double-book a team member or assign the same marquee to two events on the same date.
How does equipment tracking work?
Opus includes an equipment register where you list every item you own or regularly hire. Each item has a quantity, condition status, and location. When you plan an event, you allocate equipment from the register. Opus tracks what is available, what is allocated to upcoming events, and what needs maintenance. After each event, items are checked back in.
Can we manage casual staff availability and shifts?
Yes. Casual staff set their availability in the system. When you schedule an event, you see who is available for each shift. Staff are assigned to specific events, see their shift details, and clock on/off digitally. Hours are tracked per event for accurate payroll and cost allocation.
Does Opus integrate with Xero?
Yes. Opus provides a two-way sync with Xero. Client invoices (including deposits, progress payments, and final invoices) sync to Xero with full line items and GST. Payments received in Xero sync back. Vendor invoices can also be recorded and reconciled within Opus before syncing to your accounting records.
Can clients submit enquiries directly through Opus?
Opus includes a lead capture system. You can embed a contact form on your website that creates an enquiry in your pipeline automatically. The form captures event type, date, guest count, budget range, and special requirements. Your sales team sees new enquiries immediately and can follow up without re-entering any data.
How does vendor management work for events with many suppliers?
Each event in Opus has a vendor tab where you add every supplier involved. For each vendor, you track the service they are providing, their quoted cost, deposit status, confirmation status, and final invoice. The vendor directory stores contact details, specialties, and a history of past events so you can quickly find and rebook reliable suppliers.
Ready to run your hospitality business with clarity?
Join Australian event and hospitality businesses already using Opus to budget events, manage vendors, and protect margins. Free plan available, no credit card required.
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