Enquiries & instant quotes
Online enquiry forms that check date and room availability, then send a real package quote in minutes.
Function centre software: enquiries, packages & run sheets
Function centres: from first enquiry to last dance in one system. More functions, less paperwork.
Enquiries pile up in the inbox, dates are pencilled in a diary, menu choices come back by email and the run sheet gets rebuilt in Word for every single event. We build enquiry, package, room, payment and run sheet systems for function centres that all talk to each other, then we host them and look after them.
Looking for function centre software that handles the whole event, not just the booking?
A function centre juggles weddings, corporate days, birthdays, wakes and conferences across a handful of rooms, often on the same Saturday. Every event has its own package, menu, guest count, dietaries, suppliers, deposits and timings. Most venues hold it together with a paper diary, a shared inbox, a pile of Word templates and an events coordinator who remembers everything. Until they go on leave.
Wollopit builds custom function centre software around how your venue actually runs. Enquiries get a real quote while they're still keen. Dates are held and released properly. Clients pick their menus and lock in numbers through their own portal. Deposits and balances collect themselves and the run sheet, kitchen sheet and floor plan build themselves from the booking. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from function centres
Does your function centre have these problems? Here's how we'd fix them.
Most function centres we talk to put on a cracking night. The trouble is the six months of emails, spreadsheets and phone calls it takes to get there.
- The problemEnquiries go cold in the inboxA couple enquires on Saturday night, gets a PDF on Tuesday and has already booked the venue down the road.How we fix itAn enquiry form that checks the date, shows matching packages and sends a proper quote straight away, with follow-ups that send themselves.
- The problemDates pencilled in a diaryTentative holds never get released and two couples are both told the same Saturday is theirs.How we fix itA room calendar with tentative holds that expire, first and second options and a clear confirmed status nobody can miss.
- The problemQuotes built from scratchEvery quote is a copied Word doc with last month's prices, the wrong room hire and a minimum spend someone forgot.How we fix itA package builder with per-head pricing, room hire, minimum spends and Sunday or public holiday surcharges worked out for you.
- The problemContracts printed and scannedTerms and conditions emailed, printed, signed, scanned and sent back. Sometimes.How we fix itProposals that clients accept and sign online, with the deposit paid in the same step.
- The problemMenu choices by emailCanapés picked in one email, mains changed in another and the chef gets a photo of a scribbled list.How we fix itClients choose their menu and drinks package in their portal, with your package rules built in and a cut-off date.
- The problemDietaries lost on the nightTable 7 has a coeliac and two vegans but the kitchen only finds out when the plates come back.How we fix itA dietary register by guest and table that flows straight onto the kitchen sheet and the run sheet.
- The problemFinal numbers changing lateGuest counts move the week of the event and the kitchen orders for 120 when 96 turn up.How we fix itNumber cut-offs with automatic reminders, locked counts after the deadline and change requests you approve.
- The problemDeposits and balances chasedSomeone spends Mondays checking the bank and ringing clients about overdue balances.How we fix itPayment schedules per booking with online card payments, automatic reminders and everything reconciled in Xero or MYOB.
- The problemRun sheets rebuilt every timeTimings, room set, AV, bar and staff notes retyped for every event, then printed with last week's names on them.How we fix itRun sheets and event orders generated from the booking, updated live and on every staff phone.
- The problemSeating plans on a napkinTable layouts drawn by hand, guest lists pasted in from a spreadsheet and changed three times.How we fix itDrag and drop floor plans for each room with table numbers, guest seating and printable place lists.
- The problemSuppliers ringing for detailsThe DJ, florist, photographer and cake maker all call to ask bump-in times and where to park.How we fix itA supplier list on every booking with arrival times, contacts and a one-page brief sent to each of them.
- The problemStaffing guessed each weekNobody knows how many floor staff a 150-guest sit-down needs until Thursday afternoon.How we fix itStaff numbers worked out from guest counts and service style, then pushed to your rostering app.
02What we build
Solutions
What we build for function centres. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Room & space calendar
Every room, terrace and lawn on one calendar with holds, options, confirmed bookings and turnaround times.
Package builder
Wedding, corporate and celebration packages with per-head pricing, room hire, minimum spends and surcharges.
Proposals & e-sign contracts
Branded proposals clients accept online, with your terms signed and the deposit taken in one go.
Client portal
One place for clients to see their booking, choose menus, upload guest lists and pay balances.
Menu & drinks selections
Canapés, alternate drop, buffets and beverage packages chosen online within your package rules.
Dietary register
Allergies and dietaries recorded by guest and table, flagged for the kitchen and the floor.
Guest numbers & cut-offs
Reminders before each deadline, locked final numbers and approved changes with any extra charges.
Payment schedules
Deposits, instalments and final balances collected online and synced to Xero or MYOB.
Run sheets & event orders
Timings, room set, AV, bar, kitchen and staff notes generated from the booking for every function.
Floor plans & seating
Room layouts with tables, dance floor and stage, plus guest seating and printable place lists.
Supplier hub
Preferred suppliers, bump-in times, contacts and briefs attached to every event.
Kitchen production sheets
Covers, courses, dietaries and timings for each event in one sheet for the chef.
Staffing & rosters
Staff ratios by guest count and service style, pushed to Deputy or Tanda.
A website that books
Hand-built and quick on mobile, with packages, room galleries and live date checks, built to rank for 'function venue near me'.
03The systems
The big ones
Your whole function centre, on one system.
These are the systems function centres ask us about most. Each one works on its own and they get properly clever when they're joined up.
Enquiries & proposals
Quote them while they're still excited.
Enquiries come in through your website, get checked against the room calendar and receive a proper package quote straight away. Proposals are accepted and signed online and the deposit is paid before they've had time to tour another venue.
- Enquiry forms with live date checks
- Matching packages shown instantly
- Per-head pricing and minimum spends
- Weekend and public holiday surcharges
- Branded proposals in your style
- Online acceptance and e-sign
- Deposit paid on acceptance
- Automatic follow-ups for quiet leads
- Site tour bookings
- Lead source and conversion reports
Room calendar
Every room, every date, no double bookings.
One calendar for every space you hire out, from the ballroom to the garden terrace. Tentative holds expire on their own, second options move up when the first falls through and the whole team sees the same thing.
- All rooms and spaces on one calendar
- Tentative holds with expiry dates
- First and second options
- Turnaround and set-up times blocked
- Combined rooms for big events
- Day, evening and multi-day bookings
- Colour-coded by status
- Synced to Google or Outlook calendars
- Peak date pricing
- Occupancy by room and month
Client portal
Clients choose it themselves. You just approve it.
Each client gets a portal with their booking, package, menu choices, guest numbers and payments. They pick canapés and mains within your rules, add dietaries and upload the guest list, then everything locks at your cut-off.
- Booking and package summary
- Menu selections within package rules
- Drinks package choices
- Dietaries by guest and table
- Guest list upload
- Final number cut-offs
- Change requests you approve
- Supplier details from the client
- Balance payments online
- Messages kept with the booking
Payments
Deposits and balances that collect themselves.
Every booking gets its own payment schedule from deposit to final balance. Clients pay online, reminders go out before each due date and every payment lands in your accounting without anyone retyping it.
- Payment schedules per booking
- Deposits taken on acceptance
- Instalments and final balances
- Card payments through Stripe or Square
- Automatic reminders before due dates
- Overdue alerts for the office
- Bond and damage deposits
- Extra charges for late changes
- Invoices synced to Xero or MYOB
- Revenue forecast by month
Run sheets & operations
The run sheet writes itself.
Everything captured in the booking flows into the run sheet, kitchen sheet, floor plan and supplier briefs. Change a timing or a guest count and every sheet updates, so the team on the night are all reading from the same page.
- Run sheets generated from bookings
- Room set and floor plans
- Kitchen production sheets
- Dietaries flagged by table
- AV and staging notes
- Bar and drinks service timings
- Supplier arrival times and briefs
- Staff numbers from guest counts
- Rosters pushed to Deputy or Tanda
- Live on every staff phone
04How it changes
Before and after
A wedding reception, wolloped.
Here's how one wedding booking could change. Every function centre is different, so we map yours first.
Before
- Enquiry sits in the inbox over the weekend
- Quote copied from an old Word doc
- Menu choices sent across five emails
- Dietaries scribbled on the back of a printout
- Final numbers changed two days out
- Run sheet retyped the night before
After
- Instant quote sent while they're still browsing
- Proposal signed and deposit paid online
- Menu chosen in the client portal
- Dietaries recorded by table for the kitchen
- Numbers locked at the cut-off
- Run sheet built from the booking and on every phone
05Services
Everything under one roof
Software, websites and systems for function centres.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for function centres
Built around how your function centre actually runs: enquiries & instant quotes, room & space calendar and the admin in between, in one system you own.
Websites for function centres
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Function centre system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for function centres
Package builder and proposals & e-sign contracts: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Square, Lightspeed and Stripe so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your function centre, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside event platforms you're happy with or replace the ones holding you back.
- Square
- Lightspeed
- Stripe
- Xero
- MYOB
- Tripleseat
- Google Calendar
- Microsoft Outlook
- Mailchimp
- HubSpot
- DocuSign
- Deputy
- Tanda
- Eventbrite
- Humanitix
- Google Business Profile
- Canva
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your function centre: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your events coordinator, walk the rooms and follow a booking from enquiry to pack-down to see where the time goes.
- 02
Archi-tech
We plan it before writing code: your rooms, packages, menus, payment rules, run sheets, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before wedding season.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things function centres ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can clients view their event details?
Yes. Clients get a portal with their booking, package, menu choices, guest numbers, payments and timeline. They can make changes up to your cut-off and you approve anything after that.
Can it stop us double booking a room?
Yes. Every room sits on one calendar with tentative holds that expire, first and second options and set-up times blocked out, so a date can only be confirmed once.
Will dietaries actually get to the kitchen?
Yes. Dietaries are recorded by guest and table in the booking, then printed on the kitchen sheet and the run sheet so the chef and the floor both know who's who.
We already use event booking software. Do we have to switch?
No. If Tripleseat or another platform is doing its job, we build around it and add what's missing, like the client portal, payments or run sheets. If it's holding you back, we'll show you what replacing it would involve before anything changes.
Does it work with our POS and accounting?
Usually yes. We connect to Square, Lightspeed, Xero and MYOB so bar tabs, deposits and invoices line up without retyping.
How much does a function centre system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like an enquiry and quote form can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most function centres we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a function centre problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.