Software for event companies
to manage bookings, crew & invoicing.

Why UK event companies choose HiveSuite

Event companies juggle a lot. Enquiries flood in from your website, Instagram, and word-of-mouth referrals. Each booking needs a detailed quote covering equipment, delivery, setup, and collection. Deposits need collecting. Crews need coordinating across multiple events on the same weekend. And invoices need chasing before and after the event. Most event businesses start with a combination of spreadsheets, WhatsApp groups, and a shared Google Calendar - and it works until it does not. A double-booked marquee, a missed deposit, or a crew sent to the wrong venue is all it takes.

HiveSuite replaces the patchwork. Enquiries, quotes, deposits, inventory, scheduling, crew coordination, invoicing, and reporting live in one platform. It is built for small and independent UK event companies who need practical tools without the complexity or cost of enterprise rental software.

Manage all your event quotes in one place - filter by status, date, or customer.

Capture every enquiry - even on your busiest weekend

HiveSuite includes embeddable enquiry forms you can add to your website, Facebook page, or Instagram bio link. When a customer fills in their event date, venue, guest count, and what they need, HiveSuite creates a customer record and draft quote automatically. No copying from emails, DMs, or voicemails. During your busiest summer weekends - when you are out delivering to three venues and cannot answer the phone - every lead is still captured and waiting for you.

For repeat clients like event planners, corporate bookers, and venue managers, the customer portal gives them a branded login where they can view past bookings, approve new quotes, and pay invoices without needing to phone you.

Equipment tracking that prevents double-bookings

Whether you carry 200 banqueting chairs, 15 round tables, four marquee structures, or a van full of festoon lighting, you need to know what is available on any given date. HiveSuite tracks your inventory against bookings so you can check availability instantly. When a customer enquires about a Saturday you already have three events booked for, you can see exactly what is still free and quote with confidence. No more discovering on Thursday that the 6m x 12m clearspan is already committed for the weekend.

Deposits, staged payments, and payment chasing

Most event companies work on a deposit-then-balance model. A customer pays a deposit to secure the date, then the balance is invoiced before delivery or after collection. HiveSuite handles this natively. Send a quote, collect the deposit on acceptance via Stripe (included on all plans) or your own payment method, then invoice the balance at whatever point in the process works for your business. The invoice reminder board shows every outstanding payment at a glance - who has paid their deposit, who owes a balance, and who needs a nudge.

Track deposits, balances, and overdue invoices from one dashboard.

HiveSuite integrates with Xero and QuickBooks so your invoices, payments, and customer records sync automatically. No double-entry, no manual exports.

Scheduling deliveries, setups, and collections

A busy wedding season weekend might mean delivering marquees and furniture to two venues on Friday, setting up lighting and decor at a corporate event on Saturday morning, and collecting from three sites on Sunday and Monday. HivePlanner is a visual drag-and-drop calendar that lets you schedule every stage. If plans change - a customer reschedules, weather forces an earlier setup, or a venue changes access times - drag the job to a new slot and your crew is updated automatically.

Drag-and-drop scheduling across your entire team - see your full weekend at a glance.

Keep your crew in the loop with HiveCrew

Delivery drivers and setup teams log in to HiveCrew where they see only their own jobs for the day - site addresses, setup notes, collection times, and one-tap directions. They mark deliveries as complete, log collection confirmations, and everything syncs back in real time. No group WhatsApp messages, no printed run sheets, no "I did not get the message" excuses. HiveCrew is available as a native app on Android and as an installable Progressive Web App on iOS with push notification support.

Seasonal reporting and forward planning

HiveIntel is HiveSuite's built-in reporting and AI analytics tool. Ask questions in plain English - "what were my busiest weekends last summer", "which equipment category generates the most revenue", "how many enquiries converted to bookings this month", "show me outstanding invoices over 30 days" - and get instant answers as charts, tables, or dashboards. Use real data to decide when to invest in more stock, hire seasonal crew, or adjust your pricing for peak dates.

Built for UK event companies

HiveSuite is UK-built, priced in GBP including VAT, and designed for how UK event businesses actually operate. No per-user pricing traps, no feature locks - every plan includes everything from day one. Plans start from just £34.99 per month with a 30-day free trial and no credit card required.