Event agency CRM: from the first brief to the final curtain your whole operation on one dashboard
Event agency software, program and CRM on one platform: Event agency job tracking software, customer management software and sales automation with WhatsApp.
A corporate brief arriving on WhatsApp, a quote revised three times, a launch night with stage, lighting and catering from separate vendors — all on the same screen. With a task board, checklist and vendor coordination for each event, run the operation by your plan, not by a stream of phone calls.
Which CRM software should be used for Event agency? ÖzgürKod is a CRM for Event agency businesses: From corporate brief to quote, from revision to the event-day task board; your whole operation on one dashboard. Setup takes minutes; try it free for 7 days.
Familiar scenes during launch week
The creative idea and the stage are yours; what gets lost is the tracking of briefs, revisions and vendor times.
Corporate briefs arrive scattered
The brief sometimes comes on WhatsApp, sometimes by email, sometimes from meeting notes; it's never clear which was the final list of requirements or which item was added later. One misunderstood line item makes you rewrite a high-budget quote from scratch.
Quote revisions move forward without versions
The client enlarged the stage, changed the headcount, dropped the catering item; by the fourth revision, which quote is the valid one is hunted for among email attachments. A quote approved on an old version quietly eats into your profit margin.
Ten vendors, one phone's memory
Stage, lighting, sound, catering, security, transport... Dozens of delivery times and approvals are held on the phone for every event. On that setup morning when the lighting crew arrives but the stage runs late, the team goes through the same panic.
Everyone has a different event-day list
Setup order, rehearsal time, speaker flow are in one person's notebook and another's phone. When the on-site argument “we agreed it this way” starts, everyone is looking at a different list on a day when minutes are expensive.
Deposits and progress payments left to the ledger
The deposit collected from the client, the advance paid to vendors, the balance after the event — dozens of items scattered across ledgers and memory. Once the project closes and costs are clear, an uncollected payment or a forgotten payment comes to light.
Post-event reporting never comes together
After the event, the client wants photos, an attendance summary and feedback, but images are scattered across phones and notes live in different places. Putting together a proper closing file takes days, and sometimes it never gets sent at all.
What does ÖzgürKod do for event agencies?
It brings briefs, quotes, vendor coordination and event-day tasks into one flow, so operations are managed by plan.
The customer journey from first brief to closing report
- Save every brief from WhatsApp, email, web forms and Meta Lead Forms to the customer record with a source tag; let AI classify messages and flag urgency, and have the chatbot ask for date and headcount outside business hours and open a pre-registration
- Send the quote as a PDF; version every change with the Draft → Sent → Approved/Revision status, so approval always goes out on the current version and line items in TL/USD/EUR/GBP stay clear
- Set up a task board for each event: track vendor items such as stage, lighting, sound and catering as a checklist; keep delivery times and owners on track with due-date notifications, and order setup and teardown tasks day by day
- Track the deposit, interim payment and balance with split payment records; let AI detect the transfer receipt the customer sends, and notify those nearing their due date with a one-click template
- Track quote and approval stages in the pipeline; see how many events you have on which dates from the board and commit with your team’s capacity in mind, and catch overdue work at a glance
- Prepare the post-event report task with file attachments: photos, attendance summary and feedback gathered on one record; track Meta Ads ROI to see which campaign brought how many corporate inquiries
Corporate inquiries from WhatsApp, email, web forms or Meta Lead Forms are saved with a source tag; date, headcount and event type build up on the record from the first note.
The meeting appointment is booked from an online page and synced with Google Calendar; video calls with remote customers happen from the same record, and brief points are collected there.
The quote is sent as a PDF; line items and budget are clear, revisions move forward with version history under the Revision status, and the approved version is always obvious.
The deal moves to the approval stage in the pipeline; the payment plan is recorded as deposit–interim payment–balance, and vendor prepayments are tracked too.
The event board opens: vendor items become a checklist, each item gets an owner and a due date, and updates to share with the customer go out as templates.
Setup and teardown tasks and rehearsal times are ordered day by day; last-minute changes reach the team through a single channel, and everyone on site sees the same list.
Photos, attendance summary and feedback are gathered in the report task with file attachments; the thank-you message goes out as a template, and the customer stays in a segment for annual events.
Not from a personal phone, but from the business line
Don't let Customer messages get lost on employees' phones; the line belongs to the business, the history belongs to the CRM.
In minutes with a QR code, or with the official WhatsApp Cloud API. You can keep using the WhatsApp Business app on your phone and connect the same number to the CRM at the same time (coexistence).
The chatbot answers common questions and collects customer information; a member of your team takes over the conversation whenever you want.
Send an announcement or reminder to the customer group you choose with a Meta-approved template; see how many people it reached and how many read it.
Auto-reply to a “price?” comment on your post and send the details by DM; the person who commented also lands in the inbox.
Don't track everything yourself; let it tell you what matters
It reads messages, surfaces who is waiting for a reply and what's at risk, and starts your day with a summary.
Know who to get back to first
- Message analysis: urgency, satisfaction, buying intent and risk; complaints and urgent requests are separated.
- Awaiting reply: unanswered conversations and messages requesting an appointment in one list.
- Today's tasks: a short morning summary showing who you need to follow up with that day.
- Ask a question: type questions like “How many new customer came in this month?” and get answers from your data.
AI features run on accounts with AI analysis turned on; when it's off, messages, appointments and follow-ups run on rules.
Messages, quote, payment collection and your team — in one account
When a customer writes, their history, open quote and balance are on the same card. You don't need to make your team install a second app.
Customer cardMessages, appointments, quotes, payments and notes on one card; even if the team member changes, the history stays with the business.
Team and permissionsAssign records to team members; if you want, each person sees only their own customers.
Track it from ad to customerLeads from Meta ad forms land in the record together with their source.
Full power on your phoneThe panel is mobile-friendly; reply to a message, reschedule an appointment, add a note from your phone.
The tools you need in one place
Click any one to explore it in detail.
Unified inbox
WhatsApp, Instagram DMs and comments, Messenger, Telegram, TikTok and web chat on one screen.
Appointments and reminders
An online booking page, WhatsApp reminders, and a calendar that updates with “Coming / Cancel / Another time” replies.
Lead Pool and sales process
Track leads by temperature and stage, so you never miss a record whose follow-up date has passed.
Quotes and deals
Prepare an itemized quote in minutes, send it as a PDF, and track its status.
Payments and payment collection
Deposit, partial payment and balance; see who owes how much on their card.
Team task tracking
Assign work to a person, slot it into their free time, and catch overdue work with a notification.
Chatbot
24/7 answers to common questions, information collection and handover to your team.
WhatsApp campaigns
Bulk messages to the group you choose with an approved template; delivered and read tracking.
Metrics and reports
New leads, response times, won and lost records on a single dashboard.
Product and service catalog
Enter your services and prices once; use them in quotes and in chat.
Wherever your Customer write from
Messages from every channel land in the same inbox; the conversation is assigned to one of your team members and merges into the customer card.
- WhatsAppCloud API or QR
- InstagramDMs and comments
- MessengerYour Facebook page
- TelegramYour Telegram bot
- TikTokDM
- Web chatThe widget on your site
- Meta ad formsWith the ad source
Connect Telegram with your own bot token, Instagram and Messenger with your Meta account, and WhatsApp with a QR code or via the Cloud API. Unified inbox →
What should you look for when choosing a CRM for Event agency?
Before you decide, evaluate your candidates against these 5 criteria.
5 criteria
- A module ready for your industry. Instead of adapting a generic CRM for months Event agency choose a system that is ready on day one for your workflow (record fields, tags, reminder templates).
- WhatsApp and Instagram integration. In Turkey customer most communication comes through WhatsApp and Instagram; a CRM that does not offer a unified inbox through the official API leaves half the work outside.
- Automatic reminders and follow-up. Appointment, payment and repeat reminders should live in the system, not in memory; every missed reminder is lost revenue.
- Turkish-language support and TL pricing. Dollar-based foreign tools carry exchange rate risk and an English-only support barrier; TL pricing and Turkish-language setup support make total cost predictable.
- Free trial and cancellation without commitment. Try it with your own data before you decide: choose a solution that requires no credit card, offers at least a 7-day free trial and can be canceled whenever you want.
Event agency program, software or CRM?
Most business owners search for the solution they need as “Event agency program,” “Event agency software,” “Event agency job tracking software” or “Event agency customer management software.” “CRM” is the international name for this solution, and the need is the same: keep customer information in one place, never miss a request, and bring order to your work.
As a Event agency automation, ÖzgürKod gathers customer messages from WhatsApp, Instagram and the web in one panel and handles quote and payment collection tracking on the same screen. We also cover industry-independent selection criteria in our CRM software selection guide.
Method comparison for Event agency
Notebook/Excel, a general-purpose CRM and ÖzgürKod side by side.
| Criteria | Notebook / Excel | General (foreign) CRM | ÖzgürKod |
|---|---|---|---|
| Mesajlar | Scattered across phones | Mostly an extra module or extra fee | WhatsApp, Instagram and web in one inbox |
| Reminders and follow-up | Left to memory | Needs setup and integration | Follow-up date, notification and tasks ready |
| Customer history | Between notebook, phone and email | Yes, with generic fields | On one card: messages, quote, payments, notes |
| Teamwork | It’s unclear who is handling what | Extra cost per user | Assignment, tasks and record-based permissions |
| Language and pricing | — | Usually $ pricing, English support | TL pricing, local support in Turkish |
| Starter | Invisible cost in time | Long setup, exchange rate risk | 7-day free trial |
Starts at 2.500 ₺ / month
7-day free trial · No setup fee · Upgrade your plan any time
Every message answered late is an opportunity handed to a competitor.
If your average sale is ₺4,000: the monthly cost of your subscription is not even a single sale.
Frequently asked questions
Have another question? Write to us and we’ll look at your workflow together.
What is a CRM good for in an event agency?
Agency work is the sum of two things: the creative idea that wins the customer and the operations that set up the event without a hitch. A CRM is the backbone of the second. Briefs from WhatsApp and email come together in one inbox; each event’s quote versions, vendor tasks, delivery times and payment plan live on its own record. It makes sure that, across dozens of parallel projects, no detail is left to someone’s memory.
How do I avoid confusion with quote revisions?
You send the quote as a PDF and version every change with the Draft → Sent → Approved/Rejected/Revision statuses. A growing stage size, a changing headcount, a catering item removed — it all stays in the version history, and the valid one is always the latest approved quote. You keep line items in TL, USD, EUR or GBP. The “we agreed on this in the final version” argument ends on its own when the saved version is on the table.
How do I manage vendor coordination on event day?
You open a card on the task board for each event; stage, lighting, sound, catering and security each become a checklist item. Every item gets an owner and a due date; delivery times and approval statuses show on one screen. Setup and teardown tasks are sequenced day by day, and upcoming deadlines remind you with a notification. The answer to “What time was the stage arriving?” is on the board, not in your call history; your supplier conversations stay logged in the same panel too.
How do I prepare a report for the client when the event ends?
You open a closing report task on the event board; photos, an attendance summary, feedback notes and billing details all collect as file attachments on one card. The task checklist shows which part of the report is ready and which is missing. You send the finished file to the client with a WhatsApp template and confirm the close. Images don’t get lost on phones, and the closing file comes together in hours, not days.
Does an automatic reminder go to the client before the event?
No. To be clear, ÖzgürKod does not send scheduled messages on its own. Here is how it works: rehearsal, payment and delivery dates are set as tasks that remind you; you send the client update in one click with a Meta-approved template. For season announcements and invitations, there is a campaign module that sends bulk messages to a segment. The tone and timing of the message — the most critical thing in business communication — stay under your control.
Can I measure how many corporate inquiries come from each channel?
Yes. Every customer record carries the source it came from and a campaign tag; the Meta Ads ROI Center puts your ad spend side by side with leads, meetings and approved quotes. LinkedIn campaign, trade show booth or referral — at the end of the period you see in a report how many briefs and how much revenue each channel brought in. You allocate next period’s marketing budget on last period’s real numbers, not on gut feel.
Event agency software and CRM the same thing? Which one is ÖzgürKod?
In practice they describe the same need. Businesses usually search for "Event agency software", "Event agency software", "Event agency job tracking software“ or “customer management software”; “CRM” is this solution is the international name. ÖzgürKod delivers all of these names on one platform: customer communication, appointments, quotes and orders, payment collection and reporting are all in one place. So whatever term you search with, the solution you reach is the same; you don’t need to set up separate software.
Solutions for similar businesses
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