Multi-day Events

Puree quotes one event on one date. A conference, festival or wedding weekend that runs over several days is quoted as one quote per day: build Day 1, duplicate it for each following day, and, if you like, bring the days together on a single invoice at the end.

Why one quote per day

Everything in a quote hangs off its event date. Delivery times, the chef and driver dockets, the run sheet, the kitchen reports and the calendar all read that one date, and any delivery time you add to a quote always falls on the quote’s date. A quote has no end date, so a three-day conference can’t be a single quote with deliveries spread across the three days.

That is deliberate. Each day of a multi-day event is its own service, with its own menu, guest numbers, delivery times and docket for the kitchen. Keeping a quote per day means every document comes out right for the day it’s for, and a change to Wednesday’s lunch can’t disturb Tuesday’s. Treat staff and venue hire the same way: each day’s shifts and hire go on that day’s quote, alongside that day’s menu.

Build Day 1

Create the first day as a normal quote (see Creating a Quote). In the Event name field on the details step, name it for the event and the day, for example Acme Conference, Day 1. Tick Also show on the customer’s quote if the customer should see the name too. The event name shows on your Quotes list, so the days read together at a glance.

Get Day 1 as complete as you can before duplicating it. Deliveries, staff, venue hire, packages, commentary and event details all carry across to the following days, so anything you get right here is right once.

Duplicate it for Day 2 and Day 3

Open the Day 1 quote and choose Actions → Duplicate. Puree opens a new quote form pre-filled from Day 1. Nothing is saved until you save it, so you can change anything before the new quote exists.

1. Change the date to the next day. The delivery times move with it, and the expiry date is recalculated from the new date.
2. Change the event name to Day 2.
3. Continue to the items step and update the menu, quantities and anything else that differs on that day.
4. Save. Repeat for each further day, duplicating whichever day is closest to it.

The duplicate carries across every item and which delivery it belongs to, the delivery times, staff lines, venue reservations, packages, discounts and surcharges, every commentary field, and the event details (timeline, key contacts, table layouts, questions and exclusions).

It starts as a fresh Pending quote with its own quote number. Deposits received, the Xero link and the customer’s acceptance stay with the original, so the customer accepts each day separately.

Keeping the days together

• Quotes list. Search by the customer’s name and the days sit together, each showing its event name and date.
• Tags. Give every day the same tag, say Acme Conference, and you can filter the Quotes list to just that event. See Tagging Quotes.
• Calendar. Each day appears on its own date, so the whole event shows as a run of consecutive entries. See Calendar & Google Calendar.

In the kitchen and on the road

Because each day is its own quote, the daily paperwork needs nothing special:

• The chef docket, driver docket and run sheet for each day come out exactly as for any other event. See Dockets and Driver Run Sheets.
• To see the whole event’s production in one place, open the Consolidated Item View, choose Upcoming items and set the date range to the event’s first and last day. It can be filtered by section and category and exported as a PDF or CSV. See Kitchen Reports.
• Equipment that goes out on Day 1 and comes back on Day 3 is handled from the run sheet: schedule the collection for the later day and it appears on that day’s run sheet. Hired equipment from an external supplier has its own delivery and collection dates on the quote. See External Suppliers.

Invoicing the whole event once

Customers often expect one invoice for the event. With combined invoicing you tick the days on the Quotes list and send them to Xero as a single invoice, with each day’s lines under its own date heading. The quotes stay separate underneath, so the daily paperwork is untouched. Combined invoicing is in beta, works with Xero only and is turned on per account; see Combined Invoices for the steps.

Deposits and payment requests are tracked per quote rather than across the event, so if you ask for one deposit for the whole event, record it against one of the days. If you’re not using Xero, or you’d rather invoice each day separately, every day links to Xero or QuickBooks on its own as usual.

Quick reference

• One quote per day. A quote has no end date, and deliveries always sit on the quote’s date.
• Name Day 1, then Actions → Duplicate for each further day, changing the date and the event name.
• Duplicates carry items, deliveries, staff, venue hire, packages, discounts, commentary and event details. They don’t carry deposits, tags, the Xero link or acceptance.
• Tag every day with the event name to filter the Quotes list.
• Use the Upcoming items report with a date range for the whole event’s production.
• Combined invoicing (beta, Xero) sends all the days as one invoice.