From enquiry to invoice
Built for Meetings & Events
Not adapted from a booking sheet — one live function diary, from first enquiry to final invoice.
Built for Meetings & Events
Not adapted from a booking sheet — one live function diary, from first enquiry to final invoice.
And the easiest to drop. It scatters across emails, spreadsheets, WhatsApp threads, paper diaries and function sheets, and a single missed change is a guest standing in the wrong room. One live function diary closes those gaps and gives every department the same event, at the same moment.
Every enquiry captured, quoted and followed up, then converted to a confirmed booking without rekeying a thing.
One live function diary, every venue and every event, with Banquet Event Orders flowing to each department on the day.
Expected revenue, conversion and venue utilisation, live, and every event closed with a clean final invoice.
One source of truth. From first enquiry to final invoice.
VenueCore was designed for hotels, resorts, lodges, conference centres and event venues that need a better way to manage the entire event journey, from the first enquiry to the final invoice. It was built the right way around: by operators who have run the events, not a software house guessing at how a venue works.
The problem was never the people. The problem was the process, the absence of a single source of truth. VenueCore reflects how venues actually operate: last-minute guest changes, function room movements, split billing, conference packages, accommodation coordination and operational handovers.
Capture every enquiry, send branded quotes and proposals, manage holds, deposits and contracts.
Day, week and month views across every venue, colour-coded by status, visible to the whole team.
BEOs flow automatically to each department, filtered so every team sees only its own sheet.
Menus, packages, dietary requirements and allergens captured per event and carried to the kitchen.
Room and space allocation, equipment, AV, setup styles and staffing tied to each booking.
Split billing, deposit schedules and a clean, auditable final invoice at event close-out.
Revenue, conversion and venue utilisation by period, the numbers owners and GMs actually ask for.
Event revenue exported clean to SAP, Sage, Xero, QuickBooks and SunSystems, on your own server.
Every event moves through the same five stages. VenueCore carries it the whole way, no rekeying, no lost detail, no version of the truth that lives only in someone's head.
Capture every enquiry and turn it into a branded quote or proposal in minutes, then convert it to a confirmed booking without rekeying a thing.
Lock the function diary, allocate rooms and resources, and co-ordinate menus, AV, staffing and timings, all under one change-controlled booking.
Banquet Event Orders flow automatically to every department, filtered so the kitchen sees the kitchen's sheet and housekeeping sees theirs, on the day.
Reconcile actuals against the quote, settle extras and deposits, and close the event with a clean, auditable final invoice.
See revenue, conversion and venue utilisation across every period, the numbers owners and GMs actually ask for, ready when they ask.
Every event leaves a full history behind it, who booked, what they had, what they spent. Turn a one-off into a regular: rebook in a few clicks with the details carried forward, and keep the diary filling itself.
One system. Every event. Every detail.
Turn banqueting and conferencing into a properly managed revenue stream. Capture every enquiry, quote it fast, and run weddings, galas and corporate functions from one live diary the whole team can see.
Hundreds of delegates, accommodation, AV, catering and special dietary needs, coordinated without the communication gaps that turn good events into stressful ones. The final function sheet always reflects the latest version.
See which events are confirmed, what revenue is expected this month and which venues are performing best, across the whole group, in real time, instead of waiting for month-end reports.
Every event moves through five connected stages, and VenueCore carries it the whole way. Nothing is rekeyed, nothing is lost between departments, and there is never a version of the truth that lives only in someone's head.
When the brief changes, every department sees the same change, at the same moment.
The function diary is the core of VenueCore. Every enquiry, booking, Banquet Event Order and invoice connects back to one live view, every venue, every event, colour-coded by status and visible to the whole team at a glance.
VenueCore, the live function diary, week view across every venue.
Click any event in the diary and it opens right beside the grid. No new screen, no lost context. Everything for that date sits in one panel: schedule, venue and setup style, headcount, room hire, setup and breakdown times, and operational diary notes, with menus and packages, equipment and AV, dietary and allergens, and billing all a tap away. Edit it, check it, save it, and the diary updates live for the whole team. From first enquiry to final invoice, the function coordinator and the team stay in control of every event.
Open any booking to run the whole event for that date, schedule, catering, AV, dietary and billing in one place.
From the first enquiry to the final invoice, nothing gets rekeyed, nothing gets lost, and nothing lives only in one person's head. The coordinator and the team stay in control, and the guest only ever sees the event run perfectly.
None of the disciplines inside VenueCore are our invention. They are the banqueting and revenue practices taught at the world’s leading hotel schools and codified by the industry’s professional bodies.
The BEO is the control document of professional banqueting — the single sheet every department executes from, taught in every hotel-school event operations course. VenueCore produces it natively, one per department, always the current version.
Cornell teaches revenue management as selling the right space to the right customer at the right time at the right price. Applied to function space, the measures are conversion and utilisation — exactly the numbers VenueCore reports.
Luxury service audits score the fine detail of execution — timing, accuracy, handover. Detail survives a handover only when every department works from one version of the truth. That is the diary’s whole purpose.
The Uniform System of Accounts for the Lodging Industry is the reporting language hotel owners and auditors expect. VenueCore closes every event with a clean, auditable invoice and exports that land correctly in the ledger.
Designed by a Certified Hotel Administrator. Every HIS system is designed by founder Joel Papenfus, CHA — Certified Hotel Administrator (AHLEI), hotel General Manager and Divisional Operations Manager, with more than 25 years in four- and five-star hotels, resorts, safari lodges and cruise ships. The systems grew out of that career: operational knowledge refined into software.
The questions banqueting and conference teams ask us most often.
VenueCore is banqueting, catering and events management software for hotels, resorts and conference centres. Everything revolves around one live function diary, from the first enquiry through to the final invoice.
Yes. Banquet Event Orders are generated from the booking itself, so the BEO the kitchen and operations team work from is the same record the coordinator maintains — there is no re-typing between systems.
Enquiries and proposals, the live function diary, BEOs, catering and menus, resources, AV and staffing, billing and invoicing, and reporting and analytics — from first enquiry to final billing and close-out.
No. It is built for meetings and events rather than adapted from a booking sheet. Menus, dietaries and allergens, equipment, staffing and billing all sit against the booking, and the diary updates live for the whole team.
Yes. It is designed to hold one standard across every venue, whether that is multiple function rooms in one hotel or several properties in a group.
Yes. Final billing exports to your accounting platform, so banqueting revenue reaches the ledger without being re-captured by hand.
Whether you're looking to implement one system or several, we'd love to understand your property and show you how HIS can help.