From the first meeting to the end of the party, all on record.
Proposals approved online, payments by stage and the crew on the day coordinated by link.
Inês & Rui · 2 hours ago
Signed on screen, with a record of who and when.
The app speaks your language.
No jargon from someone else's trade here: in your account, each piece of work is a Event.
Types of work already set up in the catalogue:
Everything gets put off. The date doesn't.
That's why an event in Kwote isn't an entry in the diary: it's a job with a countdown, milestones with an owner and payments tied to dates.
Ten days to go and everything is still unknown.
«Ten days to go and you still don't know whether it's seventy or ninety people. The fresh produce order is tomorrow.»
Each event has its countdown with its own milestones: sixty days to lock the numbers, thirty for timings and access, seven for crew and transport.
«You spent €1,400 on supplies for a wedding that only pays you eight days after the reception.»
The event is sold with a deposit, an instalment and a final balance, each with its own date. Whatever goes unpaid is Kwote's to chase, in your name.
«The client said yes to the menu by text. Two weeks later they remembered a different menu.»
The proposal is approved stage by stage, on the phone, with a signature and a record of who approved it and when. What was accepted, and on what day, is there in writing.
«The noise licence had a council response deadline. Nobody counted the days, and the day arrived first.»
Each licence holds the authority and the deadline you gave it, and Kwote warns you when the reply goes past the date — which is while there's still time to chase.
The fresh produce, the hire and the crew are paid before. The client pays after.
An event has a date and a cash-flow hole on the way to it. The flowers, the hire and the staff come out of your pocket in the days before; the client, unless someone agrees otherwise, pays the week after. It's the professional financing someone else's party.
In Kwote the event has payment stages with a name, a value and the progress percentage that unlocks them. Once that percentage is reached, the stage unlocks and you request it in one tap: an email goes to the client with the amount and the link to see where things stand. Before that Kwote won't let you ask — and it's just as well it doesn't.
Example figures — the stages, the names and the percentages are yours. The same stages can already live in the quote: the client approves them one by one in the link they were sent, and says yes to the deposit without having to decide the final balance yet. One honest note: Kwote doesn't charge per head — there's no Multibanco or MB Way inside it. It records what was agreed, tells you when it can be requested, sends the request in your name, and shows you what's outstanding in thirty, sixty and ninety day bands.
The licences an event needs, and that you only get to request once.
A party that runs past eleven at night needs a special noise licence. A terrace, a marquee or a stage on public land needs a public space occupation permit. Anyone serving food needs an HACCP plan. And none of these gets sorted the day before — every one goes through an authority with its own timescale.
You pick events & catering at sign-up and Kwote brings this list ready-made, with who receives it, what expires and what stops the event from going ahead:
- Town councilSpecial noise licenceBlocks the start
- Town councilPublic space occupation permitBlocks the start
- ASAEHACCP planLapses and renews
- InsurerEvent insuranceBlocks the startLapses and renews
- ClientClient contract
Three of these five block the start, and in a business where the date doesn't move that means one thing only: if the paperwork doesn't arrive in time, there is no event. For each document Kwote holds the authority it was requested from and the response deadline you gave it, and warns you when that deadline passes with no reply — which is the moment there's still time to chase. It also warns you when an approved document is within thirty days of expiring, and you decide document by document whether only your crew sees it or the client too.
Your next wedding quote gets made in Kwote. Free, no card.
Create a free accountWhat Kwote handles while you're setting up.
- Countdown to the dayThe milestones count backwards from the event date, from ninety days out to the day before. You see what should already be done today, not a list of tasks with no urgency.
- The enquiry arrives with guest numbers and a dateYour public page asks for the type of event, the number of guests and the expected date. The enquiry lands in the pipeline already carrying what's needed to quote, not as a «how much does a wedding cost?».
- Licences with a response deadlineNoise, public space occupation, HACCP, insurance. Each with its authority and the deadline you gave it — and a warning when that deadline passes with nobody on the other side replying.
- Rain on the day, decided in advanceFor outdoor events, the forecast for the location goes into the plan. Thunderstorms and heavy rain are not the same thing as cloudy skies, and knowing that days ahead is worth the marquee.
Some of these features depend on the plan you're on. See what's in each plan.
The plan B decision is made on a Tuesday, not on Saturday morning.
At an outdoor event there's a question nobody wants to ask too early and everybody asks too late: do we set up outside or inside? Kwote asks for the forecast at the event location's own coordinates — not the city's — and gives back seven days.
Each day is split into morning, afternoon and evening: seven to one, one to seven, seven to eleven. That matters at an event, where the drinks reception is late afternoon and dinner is at night, and where the morning may say nothing about either.
- Doesn't work outThunderstorms, snow, rain above five millimetres or wind above forty an hour — marquees and outdoor sound are out of the question
- To watchRain from one millimetre, wind from twenty-eight, frost down to three degrees, heat from thirty-five
- Works outEverything else, and always on the events you mark as indoor
Seven days is enough to warn the client, speak to the venue and book the marquee without rushing. Kwote decides nothing for you and doesn't warn the client on its own — it shows you what's coming while there's still time to do something about it.
Start free. Grow when it makes sense.
Every new account starts with 14 days of full Pro. No credit card: after the fourteen days you pick a plan or stay on Free.
Free
€0foreverTo try it properly. 5 quotes per month.
Pro
€24.90/month · or €249/yearFor those already making a living at it. Unlimited quotes, AI included.
Ultra
€49.90/month · or €499/yearWith all the insight switched on. Up to 3 users on the same account.
Questions from people who put on events.
What is an event countdown?
They are milestones counted backwards from the date: ninety days to confirm the main suppliers, sixty to lock the headcount, thirty for timings and access, fourteen for the last site visit, seven to confirm crew and transport and one to load the equipment. Since the date doesn't move, it's the date that decides what's late.
Can the client approve only part of the proposal?
They can. Proposals can go out in stages, each with its own value, and the client decides stage by stage. They accept the organisation now and decide on the catering when they've seen the rest — without forcing you into separate proposals that nobody can add up afterwards.
How do I keep track of deposits and instalments?
Payments sit in stages, tied to the event's progress, and the client sees in their portal what they've paid and what's left. What's outstanding appears in your receivables, and there's an automation that reminds the client without you writing the email.
I work with a lot of outside suppliers. Can I see how much was left for me?
You can. Each event cost can be tied to the supplier that generated it, with its own category. At close you see how much was materials, how much was your own staff and how much went through suppliers — and that event's real margin, not its turnover.
Not the moment to create an account?
Once a month, a concrete case from events & catering: where the money is lost in the trade, and what to do instead.
One email a month. Unsubscribe in one click, from any of them.