From enquiry to paid: the booking paperwork of a UK event-staffing agency
The UK event-staffing agency whose staffing platform is described among Skofi's apps runs the commercial side of each booking through Make: enquiry emails read by Claude into numbered pro formas, revisions approved in one click, bank payments matched to jobs from messy references, and unpaid pro formas chased.
- runs, 18 Sep to 21 Oct 2026
- 964
- bank-feed checks, no errors
- 788
- scenarios across two flows
- 4
The organisation
The agency supplies hospitality and event staff to hotels and venues in the UK. It is the same agency whose staffing platform (recruitment, right-to-work, rostering, check-in and pay) is described in the case study at /work/staffing-platform. These Make scenarios cover what happens around each booking: the enquiry, the pro forma, the changes and the payment.
Clients book by email, in their own words, and pay a pro forma up front by bank transfer, with the VAT invoice following the event. Every step was a person: reading the enquiry, writing the pro forma, resending it after each change, reading the bank feed to see who had paid, chasing those who had not.
In Make the work is a numbered pipeline of scenarios, with the job ledger in Google Sheets, documents in OneDrive, mail through Outlook, the bank feed from Xero, and Claude wherever free text has to be read.
What we built
- 01
Enquiry to pro forma
Turns each enquiry email into a numbered pro forma and runs every change through the owner.
2 scenarios · read the flow - 02
Bank payment matching and chasing
Matches incoming bank payments to pro formas from their references, and chases the unpaid ones daily.
2 scenarios · read the flow
The outcome
Two flows and four scenarios, with 964 runs and 2,696 credits in the run history from 18 September to 21 October 2026, most of them the hourly bank-feed check.
Seven errors in all: three in the enquiry scenario, two in the revision hub and two in the chaser. The payment watcher ran 788 times without one.
Claude reads the enquiries, the change requests and the bank references, and the owner approves every revised pro forma before it reaches a client.
Where it stops
The pipeline has more steps than are described here. The post-event VAT invoice, the reply watcher that pauses chasers and a step that saves the owner's answers for the model are switched on but were not read in enough detail to write up; superseded versions, an unused thread-capture scenario and a manually run staff-onboarding mailer are not described either. The first pro forma goes to the client without review.
Built with
- Make.com
- Anthropic Claude
- Microsoft Outlook
- Google Sheets
- OneDrive
- Xero
- Make data store
- Webhooks
Page copy drafted with AI assistance. Skofi is accountable for it. Editorial policy
Run a business like this one?
The flows above are reusable. A short call is the fastest way to find out which of them fits yours.
What happens on the call
- 15 minutes, no deck
- We map the process on the call
- A written scope, or an honest no