Quote, confirm and charge an event

An event starts as a quote. Kila holds the space in the diary, with time to set up before and to clear after, until the quote lapses. The deposit confirms it, and when the event is over it is charged on one sale with the deposit used. At Karen Gardens a space is held from 240 minutes before to 120 minutes after, the deposit is 30% and a quote holds the space for a week.

Quote an event

1. Tap Quote an event

   Go to Events › Events and venue hire. Coming up lists the quoted and confirmed events, with how many are Confirmed, how many are Quoted, deposit to come, the Confirmed value and the Deposits held. Tap Quote an event.

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2. Choose the client

   Under Client, search by name, phone or number. For someone new, type their name under Or a new name and their Phone.

3. Name the event

   Under Event, such as a wedding reception or a board meeting.

4. Choose the space and how it is charged

   Choose the Space, then under Charged as the hire it is charged under, such as Mvule Boardroom, hire per day · KES 15,000.

5. Set the day, the times and the guests

   Fill in the Day, From, To and Guests.

6. Add the catering and the extras

   Tap Add an extra for each one: what it is, how many and the price of each, such as Silver buffet, per guest, 12 at KES 1,800.

7. Tap Quote

   Kila says Quoted: “EV-000121 quoted: Board meeting and lunch. The space is held until 2026-11-06.” The total is the hire and the extras, here KES 42,000, and the deposit is 30% of it, KES 12,600.

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Take the deposit and confirm

1. Open the event

   Tap it under Coming up, or on the Calendar, which shows each space by day: a quote has a dashed border until it is confirmed. The event’s panel gives the space “(held from 240 minutes before to 120 after)”, the total, the deposit and when the quote lapses, under Quote held until.

2. Choose how the deposit is paid

   Under Take the deposit, choose By: M-Pesa, Cash, Card or Bank transfer. For M-Pesa, type the code from the client’s message under Code (or leave for a prompt), or leave it empty to send a prompt to the client’s phone. To take part of it, change the Amount.

3. Tap Take

   The button gives the amount, such as Take KES 12,600. With a prompt, Kila says “M-Pesa prompt sent to +254773147725. Waiting for the customer to confirm.”

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4. Tap Confirm the event

   Once the deposit is paid, Confirm the event takes the place of Take the deposit. Kila says “EV-000121 confirmed.” and the space is held for good.

Good to know

The panel does not change by itself when the client approves the M-Pesa prompt. If it still asks for the deposit, refresh the page.

Not available yet

Until Kila’s M-Pesa connection is live (Integrations and API says Prompts not connected), Kila sends no prompt: take the deposit by code, cash or bank transfer. See Take M-Pesa.

Needs a manager

Only the deposit confirms an event. When a client cannot pay all of it, the owner or a manager who decides approvals opens the event and taps Confirm and waive the rest: “KES 12,600 of the deposit is waived. The reason is recorded.”

Plan the day

1. Fill in the plan

   In the event’s panel, The plan has the Balance due date, 14 days before the event at Karen Gardens, and Follow up on, three days after the quote. Add the Set-up style, such as banquet rounds of 10 or theatre, and the Contact on the day with the Contact’s phone.

2. Set the run of the day

   Tap Add a time for each moment, with what happens then: tea on arrival, the meeting, lunch.

3. Tap Save the plan

   Kila says “EV-000121: plan saved.”

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Function sheet prints the event for the set-up team, the kitchen and security: the space and the times, the client and the contact on the day, the run of the day, what is supplied and the money.

Follow-ups and balances lists the Quotes to follow up: “The follow-up date has come. Call, then set the next date or confirm.” Beside them, the Balances due: “Confirmed events with money still to come before the day.”

Charge the event

1. Open the event when it is over

   Tap it under Coming up. Charge the event gives what is left after the deposit, such as Charge the event (KES 29,400 after the deposit).

2. Choose how the rest is paid

   Under By, choose Cash, M-Pesa code, Card, Bank transfer or On account, and type the Reference for M-Pesa, a card or a bank transfer.

3. Tap Charge

   The button gives the amount, such as Charge KES 29,400. Kila puts the whole event on one sale and uses the deposit, such as “EV-000083 charged: S-000064. Deposit KES 151,000.00 used.”

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What if

Kila says the space is taken

Kila shows:

Not quoted

Mvule Boardroom is taken from Wed 4 Nov, 04:00 (APT-000066), counting set-up and clearing time. Choose another day or space.

Another event holds the space that day, counting the time to set it up and clear it. The time is when that event’s set-up starts. Choose another day, or another space.

The client cancels

Open the event and tap Cancel the event. Kila asks Cancel this event?: “The space is released. Close to the day, part of the deposit is kept under your rules; the rest stays on the client’s account.” Say why under Why and confirm. Kila says, for example, “EV-000121 cancelled. The deposit of KES 12,600.00 stays on the client’s account.”

A quote is not confirmed in time

When Quote held until passes, the quote lapses and the space is free again. Lapsed quotes are under Lapsed.

Related

• Events or venue: how Kila runs an events venue.
• Events coordinator at a venue