For venues with several function rooms
Kuvert brings room booking chart, quotation, function sheet and invoice together in one event file. Whatever has been entered once appears on every document created afterwards — right down to the accounting entry at your tax adviser’s office.
Why
In the calendar, in the quotation, on the note for the kitchen and finally on the invoice. Each time by hand, each time a chance to forget something — and when the customer changes the number of covers, the whole round starts again.
Usability
Nobody in a banqueting office works in peace and quiet. They work while a customer is on the line wanting to know whether the twelfth of September is still free. Kuvert is built for exactly that.
Plan, quotation, function sheet and invoice all belong to the same event. You do not switch applications to keep working on the same booking.
The number of covers is stored in one place. If it changes, every line item calculated per cover changes with it — including tax and total.
A venue without a tax number cannot issue an invoice. The master data form says so before anyone creates the first invoice — not as an error message afterwards.
The database simply does not allow two events in the same room at the same time — not even when two members of staff book simultaneously.
Every form explains itself in one sentence above the field, in the venue’s own language: covers, version, final-numbers deadline, set-up time.
The path of an event
The sequence is not an invention of the software but the way work is done in the venue. Each step takes over what the previous one defined. The same case is shown from start to finish: the Berger wedding at the Haus am Park.
01 Login
Kuvert runs in the browser — in the banqueting office, at reception, in the kitchen office, at home. Nothing is installed, nothing needs updating.
Every member of staff logs in with their own email address. Which venues someone sees and who may finalise invoices is set per user. The separation between businesses lies in the database itself — not just in the interface, which could be bypassed.
02 The event file
In Kuvert, every event is one event file: booking, quotation, function sheet and invoice are all attached to it. You create it once — venue, title, occasion, customer, expected number of covers — and from then on you always keep working on the same thing.
That is why there is no document without context. Every quotation and every invoice carries the number of its event file, and every event file leads on in four directions: to the plan, the costing, the function sheet and the invoices.
Event file HP-V-2026-0006 Quotation HP-A-2026-0002 Deposit HP-R-2026-0003 Invoice HP-R-2026-0004
03 Enquiry
The plan shows all venues and all rooms side by side. The hatched areas before and after an event are set-up and breakdown: the room is occupied even when no guests are there yet.
Enquiries that are not yet confirmed appear in the plan as an option — ranked, if several are waiting for the same room. Confirmed is whatever has been signed.
04 Quotation
Line items come from the venue’s item list, at the price that applies on the day of the event and for this type of customer. Food at 7%, drinks and services at 19% — the software does the split, not the member of staff.
Once a quotation is accepted, that version is closed. If the customer changes something, a new version is created; the old one remains readable. That way you can later show what was agreed and when.
05 Execution
The function sheet holds the details the team works from on the day: seating layout, guaranteed and expected number of covers, final-numbers deadline, special notes and the schedule as times, not as continuous text.
Because the schedule is stored as data, extracts can be generated from it: one for the kitchen, one for the service team, one for the technical team. From one sheet, without anyone copying anything out.
06 Invoice
The final invoice takes over the line items from the accepted quotation and deducts deposits already paid — split by tax rate, as German VAT law requires. Below the invoice it states which deposit was deducted.
Once finalised, the invoice cannot be changed, and the numbers run without gaps. Anything wrong is cancelled and reissued — not overwritten. That is not the software being strict; that is the GoBD (German principles for proper electronic bookkeeping).
07 Accounting
Kuvert creates a DATEV posting batch in EXTF 700 format, based on either SKR03 or SKR04 (the standard German charts of accounts). Only finalised invoices are included — a draft is not a booking.
Before downloading, the preview shows how many accounting entries result from how many invoices, and flags every case that stands out: for example, a customer without their own debtor account who ends up in the collective account.
The working day
Next to the plan is what really needs doing today. Not as a report someone has to open, but on the screen that is open anyway.
Open items — what is due and what is overdue, with amount, customer and venue.
Expiring options — which enquiry will lapse in three days if nobody follows up with the customer. Exactly the revenue that otherwise quietly disappears.
Follow-ups — your own notes on the event file: “Ask Mrs Berger for the final number of covers”, due today.
Event files, quotations, invoices, customers and items each have their own list across all venues — with search, filters by venue and status, and totals you can read at a glance.
You create new entries wherever you are: above every list there is a button for it. Because an invoice always belongs to an event, Kuvert first asks for the event file — and offers to create a new one straight away if it does not exist yet.
Your venue
Venues, rooms, items and prices, customers and users are maintained in Kuvert — without calling the vendor, without a maintenance window.
Whatever has to appear on an invoice is in the master data form: company name, tax number or VAT ID, registry court, management, bank details. As long as something is missing, the form says so — and the venue cannot issue an invoice.
Prices apply from a given date and per customer type. A price increase at the turn of the year is entered in advance and only affects quotations from that day on. Quotations already accepted stay as they are.
Five colour themes, adjustable for each user individually and the same on all of their computers. Plus light, dark, or whatever the computer switches to in the evening anyway.
One thing stays the same in every colour theme: green means confirmed, amber means option, red means blocked. A meaning must not change colour just because someone switches the interface. All colour combinations are calculated for legibility to WCAG AA, not chosen by eye.
Status
This presentation shows what is running now, not an intention. To be equally honest, it also shows what has not been built yet.
A product by
IT service provider in Cologne · since 1992
Kuvert is made where the server is: we develop the software and we run it. A demonstration takes half an hour and is free of charge.