Turn client event details into an AI-optimized budget plan

Turns your client brief and budget numbers into a full, AI-optimized event plan with cost and risk analysis.

How the work actually flows

It branches. Every path runs.

Pattern: Parallel Split (2)

flowchart TD trig[\"event and budget data available"\]:::trigdata s0[("Pull client and vendor data")]:::store s1["Merge into one event view"]:::task s2["AI drafts optimized plan"]:::svc s3["Rank vendors, score risk"]:::task s4["Auto-approve low-risk plan"]:::task trig --> s0 s0 --> s1 s1 --> s2 s2 --> s3 s3 --> s4 gx{"+ "}:::gate s4 --> gx p00["Post plan summary"]:::task gx -->|"Slack channel"| p00 p10["Send plan"]:::task gx -->|"Email"| p10 p00 --> out p10 --> out out[/"risk-scored budget plan delivered"/]:::out pay{{"catches overruns and risky vendors early"}}:::pay out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepAn outside serviceA record or sheetEvery pathResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
AI Agents & Autonomous SystemsEmail AutomationMessaging & NotificationsSpreadsheet & Database OpsReporting & AnalyticsAPI & Webhook IntegrationFinance & Accounting
Connects
Google SheetsClaudeSlackGmail
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The problem it solves

Planning an event means juggling client expectations, vendor pricing, and a budget that has to actually work, usually spread across several spreadsheets that are easy to lose track of. Catching cost overruns or risky vendor choices before they happen takes experience most teams don't have time to apply consistently.

Who it fits

An event planning business or agency managing multiple client events and budgets at once.

How it works

  1. Client brief, budget estimate, actual cost, and vendor data are pulled from Google Sheets.
  2. All the data is merged into one view of the event.
  3. AI reviews the numbers and drafts an optimized plan with cost-saving options.
  4. Vendors are ranked by cost, rating, and reliability, and risk is scored.
  5. Low-risk, high-value plans are approved automatically and the plan is sent to Slack and email.
What you get

Event budgets ready for your sign-off

You get a full event budget plan with cost-saving options and vendor rankings ready for your review.

What you get

A finalized, cost-optimized event plan with risk scoring, delivered to your team by Slack and email.

What you need

A Google Sheets account, an Anthropic Claude account, a Slack account, and an email account.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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