Marquee Management System From Inquiry to Settled Invoice
One system for the booking calendar, the event file, the function sheet, the kitchen and the final PRA-fiscalised bill. Built by Xelent Solutions for venues in Pakistan that host weddings, walimas, mehndis and corporate events — and want to know what each one actually earned.
Is Your Booking Diary Still the Most Important Object in the Building?
Most venues run on a diary, a WhatsApp group and a very experienced manager. It works — until the manager is on leave, two families want the same Saturday, or the owner asks what last month's twelve events actually made.
Two families hold the same Saturday dinner slot in two different diaries — and both think they are confirmed
The function sheet is a photocopy with handwritten changes; the kitchen cooks for 500 when the family confirmed 600 the night before
Advances come in cash and cheque over six months and nobody can say today what a booking still owes
The store issues rice, meat and oil for every event, but no one knows what the kitchen actually consumed or wasted per function
Quotations are rewritten in Word each time the pax changes, so the original agreement is gone when the dispute starts
PRA invoices are prepared separately at month-end from a register, with hall rent and catering taxed as one lump sum
Everything hangs off the event file.
Inquiry → Quotation → Hold → Confirmed Booking → Function Sheet → Kitchen Issues → Final Pax → Invoice → PRA Fiscalisation → Settlement → Profitability
Every Hall, Every Slot, Every Status — While the Customer Is Still on the Phone
The calendar is a live view over your events and hall allocations: a month grid and a date-by-slot-by-hall matrix, colour-coded for available, tentative, confirmed and blocked-by-combination. Several families can hold the same date tentatively; only one can confirm, and the database enforces it.
- Month grid plus date × slot × hall matrix, colour-coded by status
- Several tentative holds per slot; a single confirmation, enforced at the database
- Hall combinations (A+B) block their member halls automatically
- Lunch, dinner, hi-tea and full-day slots with setup and cleanup buffers
- Holds expire on a timer or are released manually; cancellations and postponements keep history
- Click any cell to open the inquiry or the event file
| Hall / Slot | Mon14 | Tue15 | Wed16 | Thu17 | Fri18 | Sat19 | Sun20 |
|---|---|---|---|---|---|---|---|
Hall A Lunch | Corporate · 180 | Mehndi · 250 | Walima · 300 | ||||
Hall A Dinner | Barat · 400 | Walima · 350 | Barat · 450 | A+B | A+B | ||
Hall B Lunch | Aqiqa · 120 | Birthday · 90 | |||||
Hall B Dinner | Engagement · 200 | Barat · 300 | A+B | A+B | |||
Hall A+B Dinner | Walima · 340 | Barat · 800 | |||||
Lawn Dinner | Mehndi · 500 | Barat · 700 |
Seven Areas. One Event File.
Nothing is typed twice. A receipt posts a voucher. A kitchen issue values stock at cost against the event. A vendor bill tagged to the event becomes event cost. Profitability falls out of data the team already captures.
Calendar, Events & Holds
Inquiries with live availability, tentative holds with expiry, confirmed bookings with conflict-proof hall allocation, cancel and postpone with history.
Halls, Combinations & Slots
Halls, lawns and rooms with capacity ranges; combined halls that block members; time slots with buffers; event types from wedding to corporate.
Menus, Packages & Charges
Dish and menu-package masters, per-head pricing, add-on service items, charge categories mapped to revenue accounts and tax classes.
Quotations, Invoices & Fiscalisation
Versioned quotations that become the contract on acceptance, immutable final invoices, credit notes, tax classes with effective-dated rates and PRA fiscal registrations.
Function Sheets
Generated from the event file and split by department, each with its own status and notes. Printable for the floor, live for the manager.
Kitchen, Recipes & Stock
Stores, inventory items (consumables and assets), recipes per 100 pax, kitchen requisitions with estimated, issued, returned and consumed quantities.
Vendors, POs & Event Costing
Vendor masters with ledgers, purchase orders to goods receipt to bill to payment, event-tagged bills and an event costing report that rolls everything up.
Double-Entry Accounts
Hierarchical chart of accounts, vouchers and voucher types, purchase and sale registers, 20 financial reports with Excel and PDF export. Every receipt and invoice posts automatically.
Day Book & Profit / Loss
Daily cash and bank movements by payment account, expense categories, and a profit-and-loss view the owner can read without an accountant.
Quotation to Fiscal Invoice Without Retyping a Single Line
Marriage halls and caterers in Punjab fall under the Punjab Revenue Authority's electronic invoicing rules. The system treats that as part of billing, not an afterthought: every charge line carries a tax class, finalised invoices are immutable, and submission to PRA runs through an isolated fiscal layer with retries and a full audit log. Hall rent, catering and goods can each be taxed differently on the same bill.
Quote from packages and add-ons
Copy a menu package into the event, swap dishes, add decor or sound. Each revision is frozen as v1, v2, v3 — the accepted one becomes the contract.
Collect advances on a schedule
Payment schedules with due dates; receipts by cash, bank, card, online or cheque that post to the ledger and print immediately.
Capture final pax, finalise the invoice
Final guest count, extras, damages and discounts become the invoice. Advances are adjusted automatically. Finalised means immutable.
Fiscalise, print with QR, settle
The invoice is queued to PRA, the fiscal number and QR go on the print, outstanding balance is tracked until settled. Corrections go through credit notes.
Hall A+B · Dinner · Sat 19 Dec
Royal package · 500 pax · Hall A
Sent 2 Sep · superseded
Rs 1,250,000
Superseded
Royal package · 600 pax · Hall A+B
Sent 9 Sep · superseded
Rs 1,480,000
Superseded
Royal package · 320 pax · Hall A+B · stage & lights
Accepted 14 Sep · contract
Rs 1,006,320
Accepted
PRA fiscal invoice
PRA-LHR-7A3F2C91 · synced 23:14
Mutton (bone-in)
Recipe: 9 kg / 100 pax
Basmati rice
Recipe: 12 kg / 100 pax
Cooking oil
Recipe: 4 L / 100 pax
Chicken (whole)
Recipe: 7 kg / 100 pax
Disposable crockery set
Asset issue · returnable
Revenue
Rs 1,046,320
Event cost
Rs 612,480
Gross margin
41.5% · Rs 1,276/pax
Recipes Tell the Kitchen What to Draw. The Stock Ledger Tells You What It Cost.
Each dish has a recipe per 100 pax. When an event is confirmed, the kitchen requisition is estimated automatically from the menu and guest count; the store issues against it, the kitchen returns what is left, and the difference is actual consumption at moving-average cost. Add vendor bills and expenses tagged to the event and you have a real profit figure — per event, per pax, per hall.
- Requisitions estimated automatically from recipes × expected pax
- Issue, return and actual consumption per item per event at moving-average cost
- Expected versus actual versus waste visible the morning after the event
- Consumables and assets on one stock ledger; damage and loss charged to the event or written off
- Vendor bills and expense vouchers tagged to the event roll into event cost
- Gross profit, margin % and per-pax metrics per event, hall and event type
One Sheet Every Department Reads — and Signs Off
The function sheet is generated from the event file, not written by hand: guest count, menu, setup, add-ons and timings, split into Kitchen, Operations, Decoration, Electrical and Staff sections. Each department marks its section Pending, Prepared, Ready or Completed and adds its own notes. Print it, or let the manager watch the status board on event day.
- Generated snapshot of pax, menu, setup, add-ons and timings — no retyping
- Kitchen, Operations, Decoration, Electrical and Staff sections
- Pending → Prepared → Ready → Completed per department, with notes
- Printable for the floor; live status board for the manager on event day
Menu: Royal · 340 pax · live BBQ station · dessert counter. Requisition issued 16:00.
Round tables × 34, stage seating for 12, valet at Gate 2, buffet opens 21:00.
Theme: ivory & gold. Stage florals by Gulistan Florists (vendor bill tagged to event).
Generator standby, DJ power at stage left, fairy lights on lawn entrance.
28 waiters, 6 cooks, 2 supervisors, 4 security. Reporting 18:00.
FS generated 18 Dec 10:20 · 2 pages · annotated by GM.
Six Dashboards the Owner Will Actually Open
Plus a full double-entry accounts module underneath — chart of accounts, vouchers, day book, profit and loss — so the venue's books and the venue's events are the same set of numbers.
Occupancy
Hall and slot utilisation by week and month, tentative versus confirmed versus cancelled, so you know which slots to push and which to price up.
Revenue
Revenue by hall, event type, month and salesperson, with menu popularity and add-on attach rates.
Profitability
Gross profit and margin per event, per pax and per hall, built from ingredient cost, vendor bills and tagged expenses.
Outstanding
Advances received, balances due and overdue schedules by event and customer, with ageing.
Kitchen
Expected versus actual consumption and waste per item and per event; which dishes are over-issued every time.
Tax
Tax collected per authority and period, fiscalised versus issued invoice counts, and failed submissions needing attention — ready for PRA reconciliation.
Built for Venues That Run on Dates, Pax and Menus
Single venue, in-house use, roles for everyone from owner to kitchen manager. If your business confirms bookings and feeds hundreds of guests, this fits.
Marquees
Multiple halls and lawns, combined-hall bookings, seasonal peaks and per-head catering packages with live stations.
Banquet Halls
Lunch and dinner turnarounds in the same hall, setup and cleanup buffers, corporate and family events side by side.
Wedding Venues
Barat, walima and mehndi for the same family across several dates, versioned quotations and long advance schedules.
Hotels with Event Halls
Event bookings with their own kitchen requisitions, vendor costs and PRA treatment separate from room revenue.
Roles included out of the box
Permissions stay granular — discounts, refunds, fiscalisation and credit notes are separate abilities you can grant or withhold per person.
Wedding season is booked months ahead.
Set the system up in the quiet months, load your halls, slots and menus, and start the next season with a live calendar instead of a diary.
Frequently Asked Questions
What venue owners and managers ask us first.
How does the system prevent double bookings?
Hall allocations carry a database-level uniqueness constraint on hall, date, slot and confirmed status, and confirmation runs inside a locked transaction. Several customers can hold the same slot tentatively — which is how real sales works — but only one booking can be confirmed, and combined halls such as A+B automatically block their member halls. Cancellations release the slot while keeping the event history.
Is this a CRM for marquees?
No, and deliberately so. It has a lean Inquiries module — customer, requested date and slot, hall preference, expected pax, budget, source, follow-up date and stage — whose one job is to show live availability while the salesperson is on the phone and convert to a tentative booking in one click. There are no marketing campaigns or generic pipelines. The system is centred on the booking calendar and the event file, because that is what a venue actually runs on.
How is PRA sales tax handled on a bill with hall rent and catering?
Per line, not per bill. Every charge category — hall rental, catering, decoration, services, goods — is mapped to a tax class that specifies the authority, rate and whether tax is inclusive or exclusive, with effective-dated rates so old invoices keep their math. Your tax consultant decides the treatment; the system applies it consistently and submits the finalised invoice to PRA through the fiscal layer, printing the PRA invoice number and QR code on the bill. FBR digital invoicing uses the same adapter interface where goods are involved.
What happens when the guest count changes after the quotation?
Quotations are versioned snapshots. Changing pax or menu creates a new revision (v2, v3…) while the earlier ones stay frozen, and you can view the differences between any two. The accepted revision is the contract. At event time the final pax is captured separately and drives the final invoice, so the agreement and the actual bill are both on record.
How does event costing work if my kitchen does not weigh everything?
Recipes per 100 pax give the system an estimate for each event, the store records what it issued and what came back, and the difference is consumption at moving-average cost. That is usually far more accurate than what venues have today, and it improves as the kitchen manager corrects recipes. Vendor bills and expense vouchers tagged to the event complete the cost side; revenue comes from the invoice. Profitability is a report over that data, not another form to fill in.
Do I need a separate accounting system?
No. The Marquee Management System includes a full double-entry accounts module — hierarchical chart of accounts, vouchers, purchase and sale registers, day book, profit and loss and 20 financial reports with Excel and PDF export. Receipts, invoices, vendor bills and payments post vouchers automatically, so customer and vendor ledgers are always current and the trial balance always balances.
Know What Every Event Earned Before the Guests Have Left
Bring your hall list, your menu card and last month's bookings. We will load them into a demo instance and walk you from a phone inquiry to a fiscalised invoice in under an hour.
Built and run by Xelent Solutions in Faisalabad — a PSEB-registered software house.
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