Creating a Booking and Invoicing System for the Rothstein Theatre
The Challenge:
The Rothstein Theatre needed a booking system that could handle their calendar of events, tracking who was confirmed, who had paid their deposit and fees, what resources were needed, and so on.
They also needed to interface with their Accounting Department, who still used a number of paper forms, so the system had to produce filled in forms exactly matching the old paper ones.
Additionally, they needed to be able to produce Invoices based on Estimates, and final Invoices based on Actuals.
And yet another requirement was to track donations, and issue receipts in the government approved format at the end of the year.
The solution:
A Custom Booking and Invoicing System
First, we worked with the Rothstein team to track their workflow related to Bookings, through initial estimates, through progress invoices, to final settlement.
Next, we developed custom forms that would allow them to enter the booking information, as well as time sheets for labor, and a charge sheet to enter costs such as rent, utilities, and gear rental.
Then we used the report designer to make custom output that would create estimate invoices, partial invoices, and balance invoices. We also made custom reports that exactly replicated the paper form output required by the accounting department.
Extending the Capabilities
Over time, other needs came to light. Creating new contracts was a pain point, so we created an new function to automatically produce the contract cover pages, pulling in info from the Bookings form to fill in required information.
There was also a pain point around producing tax receipts for donors at the end of the year, so we created a new module that handled donors, and donations of different types, and could automatically produce receipts in the required format for the donors that needed them.
During Covid, the Rothstein Theatre faced a new need – requirements for new reporting to breakdown their revenue in new ways, so as to be able to apply for specific relief grants. We were able to quickly create these new breakdowns, enabling the theatre to access crucially needed funding.
A Manageable Build
Using the Formever no-code tool, we were able to make a system for the Rothstein that was affordable – crucial for non-profit organizations who always have to watch their resources carefully.
The implementation was quick, and with fast builds we were able to respond to new needs quickly.
Their business is fast-paced, and always changing, and with a custom system, they are able to stay on top of everything, and manage their process, with meaningful reports.