Stop Losing Billable Hours to Manual Quote Creation Automate Your Quotes and Reclaim Your Time
Event planners waste an average of 15 hours per week on repetitive quoting tasks. Our custom automation slashes that by 80%, delivering 3x faster turnaround and boosting your ROI through precision pricing.
Join 250+ businesses with streamlined event workflows
The "Quote Chaos" Problem
Juggling client specifications across fragmented RFP responses, email threads, and shared Google Docs in event planning workflows
Manual calculations for venue rentals, catering headcounts, and AV equipment setups consuming up to 40% of weekly planning hours for event coordinators
Inconsistent pricing models leading to underbidding on high-demand events like corporate galas or product launches, eroding profit margins by 15-20%
Delayed quotes frustrating time-sensitive clients like corporate gala organizers
Version control challenges in revising quotes for last-minute client changes, such as shifting guest lists or AV requirements, causing delays in event timelines
Overlooked add-ons like custom decor packages or live entertainment bookings inflating actual costs by 10-25% post-quote in multi-vendor event setups
Our Custom-Built Quote Automation Transforms Your Workflow
With over a decade of experience engineering AI solutions for client-focused industries, we've helped event firms like yours achieve enterprise-grade efficiency without the subscription trap.
Why Choose Us
We craft a tailored AI system that ingests your event briefs, pulls real-time vendor data, and generates polished, accurate quotes instantly. No more piecing together spreadsheets mid-client call. This isn't off-the-shelf software—it's a production-ready tool built around your unique processes, from wedding timelines to corporate retreat budgets. Our approach ensures seamless integration with your CRM and project tools, creating a unified system you own outright. Proven to cut quote cycles from days to hours, it empowers your team to focus on what matters: nurturing relationships and delivering unforgettable events.
What Makes Us Different:
Unlock Quantifiable Gains in Efficiency and Revenue
Save 12+ Hours Weekly on Quoting
Save 12+ Hours Weekly on Quoting: Reclaim a full workday each week as our automation streamlines compiling RFP details from client portals, auto-calculating tiered venue and catering costs based on headcount, and generating branded PDF quotes. Event planners report a 40% productivity surge, enabling 20% more events per quarter—such as additional corporate retreats—without hiring, with one firm redirecting saved time to on-site vendor negotiations.
Achieve 25% Higher Close Rates with Precise Pricing
Achieve 25% Higher Close Rates with Precise Pricing: Counter inaccurate quotes that undermine trust in deadline-driven event sectors by leveraging historical data for dynamic pricing suggestions, including profit buffers for AV upgrades and upsell prompts for premium decor. Clients realize clear ROI: a mid-tier firm boosted average event value by $5,000 on galas while slashing fee disputes by 60%, accelerating contract signings from weeks to days.
Cut Costs by Eliminating Manual Errors
Cut Costs by Eliminating Manual Errors: Prevent expensive slip-ups like double-booking floral vendors or misquoting linen rentals through AI-driven real-time validation, reducing errors to under 1%. For a mid-sized event firm handling 50+ annual corporate functions, this yielded a 15% drop in operational costs within the first quarter, reallocating savings to targeted LinkedIn campaigns that grew client pipelines by 25% without staff expansion.
What Clients Say
"Before AIQ Labs, our team burned Fridays crunching numbers for weekend wedding quotes amid scattered vendor emails. Now, the system generates a full proposal in under 10 minutes, pulling real-time bids from our preferred caterers and AV partners. We've onboarded three more corporate holiday events this quarter without any overtime, boosting our Q4 revenue by 18%."
Sarah Jenkins
Senior Event Coordinator, Elite Events Co.
"I was skeptical about custom automation for our high-volume tradeshows, but post-implementation, quote accuracy soared from 70% to 98% by auto-flagging AV overruns and decor variances. It seamlessly integrated with our Salesforce client portal, resulting in a 30% increase in repeat business from Fortune 500 clients impressed by error-free proposals within 24 hours."
Michael Torres
Operations Director, Summit Corporate Planners
"As a boutique firm, we couldn't tolerate delays on competitive festival RFPs with multi-vendor chaos. AIQ's tool automated pricing for stages, lighting, and talent riders, saving us 10 hours weekly. One recent indie music festival quote secured a $45K contract overnight, enabling us to double our festival bookings in six months without scaling staff."
Lisa Chen
Founder and Lead Planner, Harmony Festival Events
Simple 3-Step Process
Discovery and Mapping
We dive into your current quote process, interviewing your team to map every step from client intake to final send-off. This ensures our build aligns perfectly with your event types and vendor network.
Custom AI Development
Our engineers code a bespoke system using advanced frameworks, training it on your past quotes for intelligent predictions. We integrate with your tools like QuickBooks or Eventbrite for real-time data flow.
Testing and Launch
Rigorous testing on live scenarios refines accuracy, followed by a seamless rollout with training. You go live with full ownership, supported by our ongoing optimization to adapt as your business evolves.
Why We're Different
What's Included
Common Questions
How does this automation handle variable event costs like seasonal venue pricing?
Our system incorporates dynamic data feeds from your preferred vendors and market APIs to adjust costs in real-time. For instance, it factors in peak summer rates for outdoor weddings or off-season discounts for conferences. During setup, we train the AI on your historical data, achieving 92% accuracy in predictions. This means quotes reflect true costs without manual overrides, saving you from underquoting high-demand periods. Event firms we've partnered with report 25% better margin control as a result, all while keeping the process client-facing and professional.
Is the quote generation tool secure for sensitive client data?
Absolutely. We build with enterprise-grade security, including end-to-end encryption, role-based access controls, and compliance with standards like GDPR for international events. Your client details, budgets, and vendor contracts stay protected within your owned system—no third-party clouds unless you specify. In one deployment for a luxury planner, we added audit logs to track access, ensuring peace of mind during high-stakes galas. Regular vulnerability scans and updates keep it robust against threats, letting you focus on creativity rather than cybersecurity worries.
Can it integrate with our existing event management software?
Yes, we specialize in deep, bidirectional integrations with tools like HoneyBook, Planning Pod, or even custom CRMs. The automation pulls event specs directly, generates quotes, and pushes them back for seamless tracking. For a client using Tripleseat, we synced venue availability in under two weeks, eliminating double-entry. This creates a unified workflow where changes in one system update everywhere, reducing errors by 85%. We handle the complexity so your team enjoys a single pane of glass for all operations.
What if our event types vary widely, like weddings versus corporate retreats?
Our custom approach accommodates diversity by modularizing the AI logic. We design flexible templates and rule sets for different event categories, pulling from segmented data sets—e.g., floral budgets for weddings versus tech setups for retreats. One partner, handling both, saw quote times drop from 4 hours to 15 minutes across categories. During discovery, we map your specifics, ensuring the system scales with your portfolio without reconfiguration hassles. It's built to evolve, adding new event types via simple updates.
How long does implementation take, and what's the ROI timeline?
Typical rollout for quote automation is 4-6 weeks, starting with a 1-week discovery phase. We prioritize quick wins, like basic quoting in week 3 for testing. ROI kicks in immediately: clients recoup costs within 2-3 months through time savings—think $10K+ annually for a 5-person team at $50/hour rates. A recent event firm broke even on the first major project post-launch, with full payback by quarter's end. We provide benchmarks and track your metrics to quantify gains from day one.
Do you offer ongoing support after launch?
We provide 3 months of included support for tweaks and training, plus optional maintenance plans. But since it's your owned system, we empower your team with documentation and handover sessions to manage basics in-house. For evolving needs, like adding AI for vendor negotiations, we offer phased expansions. One client appreciated our quarterly reviews, which optimized their system for a 15% efficiency bump after launch. This builder mindset ensures long-term value without dependency.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.