Instant quote calculator
Guests, hours, packages, extra staff, travel and add-ons priced your way, live on your website.
Mobile bar software: quotes, bookings, staff & stock
Mobile bars: quoted by guests, staffed with RSA. Shake more, admin less.
Quotes worked out on a calculator, bartenders rostered in a group chat, cocktail menus agreed over forty emails and stock guessed the night before. We build mobile bar systems that quote drinks packages online, book the event properly and plan the staff and stock from the one booking. Then we host them and look after them.
Looking for mobile bar booking and quoting software?
A mobile bar business quotes on guest numbers, hours and drinks packages, then has to turn that quote into a roster, a shopping list, a cocktail menu, a run sheet and a pile of paperwork for the venue. Most of it happens in your inbox, your notes app and a spreadsheet you built at 11pm after a wedding. Wedding season hits and the whole thing starts creaking.
Wollopit builds custom software for mobile bars around how you actually work. Couples and event planners get a real quote in minutes. Bookings take a deposit and a signed agreement. The menu they choose turns into a stock plan. Bartenders see their shifts and the brief on their phones with RSA checked before they're rostered. We connect the tools you already use and host and look after the lot.
01The problems
What we hear from mobile bars
Does your mobile bar business have these problems? Here's how we'd fix them.
Most mobile bars we talk to are brilliant on the night and buried in admin the other six days of the week. Here's where it usually hurts.
- The problemEvery quote is a calculator jobGuests times hours times package, plus travel, plus an extra bartender, plus glassware. Every single enquiry.How we fix itAn instant quote calculator on your website that prices guests, hours, packages and travel the way you would.
- The problemEnquiries go coldYou reply three days later after a busy weekend and the couple has already booked someone else.How we fix itQuotes go out the moment someone enquires, with friendly automatic follow-ups until they book or say no.
- The problemThe bar gets double bookedThe vintage caravan bar is promised to two weddings on the same Saturday and the second one finds out in October.How we fix itAn availability calendar for every bar unit, trailer and bit of gear so a date can only be booked once.
- The problemBookings without commitmentA date held on a handshake, a deposit chased for weeks and the balance chased again the week of the event.How we fix itDeposits taken when the quote is accepted, the agreement signed online and balance reminders sent automatically.
- The problemCocktail menus by emailForty emails about the signature cocktail name, the gin choice and whether Aunty Jan can have a mocktail.How we fix itClients pick their menu online from your cocktail list, name the signatures and lock it in by a set date.
- The problemStock guessed the night beforeToo much tonic, not enough ice and a panicked run to the bottle shop on the way to the venue.How we fix itStock and shopping lists worked out from guest numbers, hours and the chosen menu, including ice and garnish.
- The problemBartenders rostered by textA group chat asking who's free Saturday, then nobody's sure who said yes.How we fix itShifts offered on staff phones, accepted in one tap and confirmed with the event brief attached.
- The problemRSA certificates in a camera rollThe venue asks for RSA copies on Friday afternoon and one of them expired in March.How we fix itAn RSA register for every bartender with expiry alerts, so nobody unqualified gets rostered.
- The problemLicence and venue paperworkLiquor permits, public liability certificates and venue requirements tracked in your head and your inbox.How we fix itA paperwork checklist per event that shows what's sent, what's approved and what's still missing.
- The problemBar tabs blow outThe tab runs dry at 9pm, nobody tells the host and the final invoice turns into an argument.How we fix itLive bar tab tracking with alerts to the host before it runs out and a final invoice straight from the POS.
- The problemThe run sheet lives in your headBump-in time, power, water, parking and the speeches schedule all scattered across messages.How we fix itA run sheet and staff brief for every event that bartenders can open on their phones.
02What we build
Solutions
What we build for mobile bars. 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.
Online booking & agreements
Quote accepted, agreement signed and the date locked in without a single email back and forth.
Deposits & payments
Deposits on acceptance, balance reminders before the event and payments flowing into Xero.
Bar & gear calendar
Every bar unit, trailer, kegerator and glassware kit booked by date so nothing doubles up.
Cocktail menu builder
Clients choose cocktails, beers, wines and mocktails from your list and name their signatures.
Stock & shopping lists
Spirits, mixers, ice, garnish and cups calculated from guests, hours and the menu.
Staff rosters
Shifts offered and accepted on phones, with availability, pay rates and timesheets.
RSA & compliance register
RSA certificates, expiry alerts and copies ready to send to any venue in one tap.
Event paperwork checklists
Liquor permits, insurance certificates and venue requirements tracked per booking.
Run sheets & staff briefs
Bump-in, power, parking, service times and menu notes on every bartender's phone.
Bar tab tracker
Tab balance from the POS during the night with host alerts and top-up approvals.
Follow-ups & reviews
Thank-you messages, review requests and a nudge to past clients when the next party comes round.
A website that books
Hand-built, quick on mobile, with packages, the quote calculator and gallery, built to rank for 'mobile bar near me'.
03The systems
The big ones
Your whole mobile bar, on one system.
These are the systems mobile bars ask us about most. Each one works on its own and they get properly clever when one booking feeds them all.
Event quoting
Drinks packages quoted and booked online.
Couples and planners enter guest numbers, hours, location and the package they like, then get a real quote on the spot. Accept it and the deposit, agreement and booking all happen in one go.
- Quotes by guests, hours and package
- Beer and wine, cocktail or full bar packages
- Bar tab, cash bar or package options
- Travel fees by distance
- Extra bartenders added automatically
- Add-ons like glassware and signature cocktails
- Deposits taken on acceptance
- Agreements signed online
- Automatic follow-ups on open quotes
- Bar unit availability checked live
Menu & stock planning
The menu they pick becomes your shopping list.
Clients choose their drinks from your list online and the system works out what you need to bring. Spirits, mixers, ice, garnish and cups are calculated from guests, hours and the menu, with a packing list for the van.
- Online cocktail and drinks menu picker
- Signature cocktails named by the client
- Menu lock-in date with reminders
- Stock calculated from guests and hours
- Ice, garnish and cups included
- Packing list for the van or trailer
- Leftover stock logged after the event
- Printable bar menus in your branding
- Mocktails and dietary notes
- Supplier order lists
Staff & RSA
Bartenders rostered, briefed and RSA checked.
Shifts go out to staff phones and get accepted in one tap. Nobody can be rostered with an expired RSA and every bartender gets the run sheet, menu and venue notes before they arrive.
- Shifts offered and accepted on phones
- Staff availability calendar
- RSA register with expiry alerts
- Venue copies of RSA sent in one tap
- Staff needed worked out from guest numbers
- Run sheet and brief on every phone
- Clock on and off at the event
- Timesheets ready for payroll
- Pay rates and travel allowances
- Uniform and kit reminders
Event day & paperwork
Every event ready before you load the van.
Each booking carries its own checklist for permits, insurance certificates and venue requirements, plus a run sheet for the night. On the day the bar tab is tracked from your POS so the host knows where it's at.
- Paperwork checklist per event
- Liquor permit details and status
- Public liability certificates sent to venues
- Venue requirements: power, water, access
- Run sheet with bump-in and service times
- Live bar tab from the POS
- Host alerts before the tab runs out
- Top-ups approved by text
- Final invoice from actual takings
- Incident and refusal of service log
04How it changes
Before and after
A 150-guest wedding bar, wolloped.
Here's how one wedding booking could change. Every mobile bar runs differently, so we map yours first.
Before
- Enquiry sits in the inbox until Monday
- Quote worked out by hand on a calculator
- Deposit chased for three weeks
- Cocktail menu agreed over forty emails
- Bartenders rostered in the group chat
- Stock guessed the night before
After
- Instant quote sent the minute they enquire
- Deposit paid and agreement signed online
- Caravan bar locked in for the date
- Cocktail menu chosen online and locked in
- Roster published with RSA checked
- Stock and packing list ready to go
05Services
Everything under one roof
Software, websites and systems for mobile bars.
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 mobile bars
Built around how your mobile bar business actually runs: instant quote calculator, online booking & agreements and the admin in between, in one system you own.
Websites for mobile bars
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Mobile bar business 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 mobile bars
Deposits & payments and bar & gear calendar: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Square, SumUp and Zettle by PayPal so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your mobile bar business, 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 the ones you're happy with and replace the ones holding you back.
- Square
- SumUp
- Zettle by PayPal
- Stripe
- Xero
- MYOB
- Google Calendar
- Gmail
- Mailchimp
- Twilio SMS
- Deputy
- Dubsado
- Easy Weddings
- 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 mobile bar business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We look at how an enquiry becomes a booked bar, from the first quote to packing the van, then work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your packages, pricing rules, bar units, menus, staff, paperwork, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the quote calculator 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 mobile bars ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can the quote calculator handle our pricing?
Yes. We build it around your actual rules, whether that's per head, per hour, minimum spends, travel by distance or extra bartenders above a certain guest count.
Can clients choose their own cocktail menu?
Yes. Clients pick from your cocktail list online and it flows into the stock plan and the staff brief.
Can it stop us rostering someone with an expired RSA?
Yes. Every bartender's RSA is stored with its expiry date. You get alerts before it runs out and the roster won't let you book them once it has.
Can it track a bar tab on the night?
Yes. We can pull sales from Square or your POS during the event so you and the host can see the balance and approve a top-up before it runs out.
Do we have to switch from the tools we already use?
No. If your POS, Xero or calendar is doing its job we build around it. If something is holding you back, we'll show you what replacing it would involve first.
How much does a mobile bar 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 instant quote calculator 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 mobile bars 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 mobile bar business 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.