An event planning firm slashed manual vendor follow-ups by 80% and sped up proposal delivery using Make for workflow automation and Perplexity for AI-powered document creation. The result: faster turnaround, happier clients, and major time savings.

By integrating Make to automate vendor coordination and Perplexity to generate tailored proposals, this company eliminated repetitive tasks and improved client satisfaction. Here’s how they streamlined operations and delivered better events—without burning out their team.

The Challenge

Event planning is detail-heavy and deadline-driven. This company managed dozens of vendors per event, from caterers to decorators. Each proposal required collecting vendor details, confirming availability, and assembling custom documents for clients.

Manual follow-ups consumed hours daily. Proposal creation was slow, error-prone, and inconsistent. According to McKinsey (2024), 60% of business leaders cite manual processes as a top barrier to growth. The company needed a way to automate coordination and accelerate proposals—without sacrificing quality.

The Solution

Flow Genius designed an end-to-end workflow automation system using Make (formerly Integromat) and Perplexity’s AI document generation. Make centralized vendor communication, automated reminders, and tracked responses. Perplexity generated polished, client-ready proposals from up-to-date vendor data.

By connecting these tools, the company reduced bottlenecks, minimized human error, and ensured every client received a timely, accurate proposal. This freed staff to focus on creative planning and client relationships.

Implementation Steps

1. Map the vendor coordination process, from initial outreach to confirmation. 2. Integrate Make with the company’s email and project management tools to trigger automated vendor requests and reminders. 3. Set up Make to log vendor responses and update the event dashboard in real time. 4. Connect Perplexity to the vendor database, enabling AI-driven proposal generation based on real-time data. 5. Build proposal templates in Perplexity, allowing customization for each client and event type. 6. Train staff on reviewing and personalizing AI-generated proposals before delivery. 7. Monitor workflow performance, gathering feedback from team members and clients to refine automation.

Results

Within three months, the event planning company saw dramatic improvements:

- Manual vendor follow-ups dropped by 80%, saving over 20 hours per week. - Proposal turnaround time fell from 48 hours to under 8 hours per event. - Client satisfaction scores increased by 25% (internal survey, Q1 2024). - Proposal errors decreased by 90%, thanks to consistent data and AI checks. - The team handled 30% more events per month without increasing headcount.

A mini case study: For a recent corporate gala, the system coordinated 12 vendors and generated a 20-page proposal in under two hours. The client signed off within a day, citing the clarity and speed of the process as key reasons for choosing the company.

Key Takeaways + CTA

Automating vendor coordination and proposal generation with Make and Perplexity transformed this event planning business. The company gained efficiency, reduced errors, and delighted clients—all while freeing staff for higher-value work.

Ready to save time and boost client satisfaction with workflow automation and AI integration? Contact Flow Genius to see how we can streamline your operations: https://flowgenius.ai

FAQ

How does Make automate vendor communication?

Make sends automated emails, tracks responses, and updates your project dashboard so you never miss a follow-up.

What is Perplexity, and how does it help with proposals?

Perplexity is an AI tool that generates custom documents using real-time data, ensuring proposals are accurate and tailored for each client.

Can these tools integrate with my existing software?

Yes, Make connects with hundreds of apps, and Perplexity can pull from your current databases for seamless automation.

What’s the typical ROI for automating these processes?

Most businesses see a 30–50% reduction in manual workload and faster turnaround times, leading to higher client satisfaction and more revenue opportunities.