An event planning firm automated client onboarding, proposals, and vendor logistics—cutting manual admin by 20+ hours a month and boosting client satisfaction scores by 30%.

By integrating Zapier, Make, and ChatGPT, the company streamlined proposals, contracts, and vendor coordination. This end-to-end workflow automation reduced errors, accelerated onboarding, and improved communication—delivering faster, more reliable service.

The Challenge

Event planning is detail-heavy and deadline-driven. This company faced constant bottlenecks: manual proposal creation, contract management, and endless back-and-forth with vendors. Each new client required hours of repetitive data entry and document prep. As their business grew, so did the risk of errors and missed deadlines. According to McKinsey (2024), knowledge workers spend up to 40% of their time on repetitive digital tasks—wasting valuable hours that could be spent on client experience.

The Solution

Flow Genius designed a custom workflow automation system using Zapier, Make, and ChatGPT. The new setup automated client onboarding, generated personalized proposals and contracts, and coordinated vendor communications seamlessly. By integrating these tools, the company eliminated manual steps and created a single source of truth for every event.

Implementation Steps

1. Mapped the client journey from inquiry to event day, identifying every repetitive task. 2. Used Zapier to connect CRM, email, and document tools, triggering automated proposal and contract generation when a new client inquiry arrived. 3. Integrated Make to handle complex workflows, such as syncing event details to shared calendars and task lists for the team and vendors. 4. Leveraged ChatGPT to draft personalized client communications, answer FAQs, and generate event briefs based on client preferences. 5. Set up automated reminders and status updates for clients and vendors, ensuring everyone stayed on track without manual follow-up. 6. Trained staff to monitor and tweak automations, ensuring continuous improvement and reliability.

Results

The company saved over 20 hours per month on manual admin, freeing up staff to focus on high-value client interactions. Client satisfaction scores rose by 30% within three months, as onboarding became smoother and event details were handled flawlessly. Error rates in proposals and contracts dropped by 90%, and vendor response times improved by 40%. According to a 2023 Zapier report, businesses using workflow automation see an average productivity boost of 35%—a figure this company matched.

Mini Case Study

Before automation, onboarding a new client took up to 3 hours—spread across proposal drafting, contract prep, and multiple emails. After implementing the Flow Genius solution, onboarding time dropped to just 30 minutes. One major event with 12 vendors ran seamlessly, with all logistics coordinated automatically—zero missed deadlines and glowing client feedback.

Key Takeaways + CTA

Automating client onboarding and event logistics with tools like Zapier, Make, and ChatGPT delivers major time savings and happier clients. The right workflow automation can cut admin hours, reduce errors, and improve communication across your business. Want to see similar results? Contact Flow Genius to explore custom automation for your company: https://flowgenius.ai

FAQ

How does workflow automation save time for event planners? By automating repetitive tasks like proposals, contracts, and communications, staff can focus on creative and strategic work, saving 20+ hours per month.

Can automation improve client satisfaction? Yes. Faster onboarding, fewer errors, and proactive updates make clients feel valued and informed, leading to higher satisfaction scores.

What tools were used in this case study? Zapier handled integrations, Make managed complex workflows, and ChatGPT personalized communications and documents.

Is this solution customizable for other industries? Absolutely. Flow Genius specializes in workflow automation and AI integration for any business with repetitive digital processes.