Event management ERP
Registrations, vendors and costs on one event ERP
We configure Odoo for organizers, conference teams and event agencies: the Events app for registrations and tickets, Sales for sponsors, Purchase for venues and caterers, and an analytic account per event, so you know what each event actually earned.
- Online registration and tickets
- Sponsor and booth sales
- Vendor POs and bills
- Budget versus actual per event
- Industry playbooks on this site
- Offices: Bangkok, New York, Delhi NCR
- Apps of our own on the Odoo Apps Store
- Reply time on business days
- day
What we set up
The event business, from ticket to wrap report
Odoo ships a real Events app, and the rest of the suite covers the money and the logistics. We configure them together so the ticket desk, the sponsor deals and the vendor bills all land on the same event record.
Featured module
Odoo Events for registrations and tickets
The Odoo Events app sells tickets from your website, confirms each registration by email and checks attendees in at the door by scanning a QR code. Ticket tiers, seat caps and early-bird windows are configuration, not custom code.
- Ticket tiers, seat caps and early-bird dates
- Online payment with PromptPay and cards
- QR check-in at the registration desk
- Automated confirmation and reminder emails
Standard Odoo set up for your sector first; custom code only where it stops.
Event pages on your website
Each event gets its own page on Odoo Website with the agenda, speakers and a registration form, published from the same system that sells the tickets.
Sponsors and exhibitors
Sponsorship packages and booth space are quotations in Sales, so sponsor commitments, invoices and payments are tracked like the revenue they are.
Vendor purchasing
Venues, caterers, AV crews and printers get purchase orders, and their bills are matched to the order and to the event before payment.
Budget versus actual per event
Every quotation and vendor bill carries the event's analytic account, so budget versus actual is a live report during the event, not an argument after it.
Run sheets and task boards
Project boards hold the run sheet, deadlines and day-of checklists, with owners and hours, so nothing depends on one person's notebook.
Crew and staffing
Staff and freelance crew are planned per event, with timesheets that feed both payroll inputs and the event's real cost.
Deposits, VAT and withholding tax
Client deposits, VAT invoices and withholding tax certificates (PND 3/53) for venues, caterers and freelancers come from the same system.
Equipment and rentals
The Rental app tracks chairs, AV and booth structures out to an event and back, with late and damage charges when they apply.
How it fits together
Every baht of an event on one record
Event profit hides in the gaps: the ticket platform holds revenue, a spreadsheet holds the budget, and vendor bills arrive after everyone has moved to the next show. We put tickets, sponsor invoices and vendor costs on one analytic account per event, so the wrap-up report writes itself from the ledger.
Walk one event end to end
We follow a real event from the first client call to teardown and final billing before configuring anything.
Budgets in the system, not beside it
The event budget is entered where the actuals will land, so variance is visible while you can still act on it.
Pilot one event
One real event runs on Odoo first, with the old tools on standby. The next events follow with what the pilot taught us.
Stay through the first close
We stay through the first month-end close, when deposits, ticket payouts and late vendor bills have to reconcile.
Before you commit
What event teams should know before Odoo
Odoo covers the event business well, but not every event looks the same, and some parts deserve a straight answer before you commit.
01
The Events app is built for ticketed events
Conferences, seminars and workshops fit it well. Weddings and bespoke productions are better served by Sales, Project and Purchase, and we configure the mix that matches your business honestly.
02
B2C tickets and B2B sponsors are different flows
Ticket buyers pay online at once; sponsors want quotations, contracts and credit terms. We set up both flows separately so neither is forced into the other's shape.
03
Check-in needs connectivity planning
QR check-in at the door depends on devices and signal. We plan the hardware, a fallback list and a rehearsal before the first live event.
04
Withholding tax on vendors is real work
Venues, caterers and freelancers each trigger Thai withholding tax (PND 3/53). Configured once, it applies on every payment, but the setup deserves an accountant's eyes.
05
The Rental app is Enterprise
Tracking equipment out and back uses the Rental app, an Enterprise feature. On Community we cover it with stock moves and a simpler process, and we tell you which fits.
06
Profit per event depends on bill discipline
A wrap report is only final when the last vendor bill is in. We set up accruals and a chase list so final arrives weeks earlier.
How we help
We raise these in the scoping call, price them into the phase they belong to, and put them in writing. If Odoo is the wrong system for your events, we say so on the first call.
Reliability & security
Engineered for reliability & security
Role-based access
Odoo security groups and record rules so each person sees only what their job needs.
Tested backups
Daily backups with restores rehearsed on a schedule. An untested backup is not a backup.
Full audit trail
Chatter history, approvals and document logs show who changed what, and when.
Hardened hosting
TLS everywhere, patched servers, firewalls and monitoring whether you run Odoo.sh or your own server.
PDPA-aware data handling
Personal data kept where it belongs, with retention and access set up around Thailand's PDPA.
Upgrade-safe custom code
Custom work lives in separate, tested modules so the next Odoo version is an upgrade, not a rebuild.
Rollout
A smooth rollout, fully supported
Walk the process
Workshops with the people who do the work, before any configuration.
Configure the baseline
Standard Odoo set up for your sector first; custom code only where it stops.
Pilot with one team
One site, one team, one month, on live data, with a rollback point.
Scale and hand over
Roll out to the rest, train by role, and stay through the first month-end close.
Dedicated consultant
The same person from the first call to go-live.
Documentation you keep
Process guides and handover notes in your own repository.
Training in EN or TH
Role-based sessions for new staff, whenever you need them.
Integrations
Connected to payments, badges and the door
Payment gateways, check-in hardware and your email channels connect to Odoo through APIs, with retries and a readable log. Each integration is scoped and priced per endpoint.
- PromptPay
- 2C2P
- Stripe
- LINE Official Account
- Badge printers
- QR scanners
- Gmail & Outlook
Ticket payments reconciled
Gateway payouts are matched to registrations and invoices, so ticket revenue agrees with the bank, event by event.
Badges and QR at the door
Badge printing and QR scanning are tested with your hardware before the first live event, not on the morning of it.
Conversations on the record
Client and vendor email threads are logged on the event record, not trapped in personal inboxes.
Priced per endpoint
Each connection is quoted per endpoint after the data contract is agreed, so adding a channel later is a known cost.
Engagement options
Pick the starting point that fits your events
Every option has a fixed scope and price per phase, agreed in writing before work starts. If you choose Odoo Enterprise, licenses are billed by Odoo directly and never marked up by us.
Event business fit review
For organizers deciding whether Odoo fits. A fixed-fee review of your event types, tools and numbers, ending in a written recommendation.
Priced after scoping
- Walk-through of one event from brief to wrap
- Inventory of ticketing, finance and planning tools
- Community or Enterprise recommendation with reasons
- Costed, phased roadmap you keep
Phased event ERP rollout
The core build: Events, Sales, Purchase and Accounting with an analytic account per event, proven on a pilot event first.
Priced after scoping
- Fixed scope and price for each phase
- Event, ticket and sponsor flow configuration
- Analytic budget structure and data migration
- Role-based training for sales, operations and accounts
- Support through the first month-end close
Ticketing and check-in add-on
For teams already on Odoo that want online ticket sales, QR check-in at the door and per-event profit reporting.
Priced after scoping
- Audit of the current event flow
- Events app and payment link setup
- Check-in devices tested on site
- Monitoring and a monthly support plan
FAQ
Questions clients ask first
Can attendees register and pay online?
Yes. The Odoo Events app publishes the event page, sells tickets in tiers with seat caps and early-bird dates, and takes payment through PromptPay, cards or bank transfer via the gateway you choose. Confirmations and reminders go out automatically, and the attendee list is live in the same system your accountant uses.
Does Odoo fit wedding planners and catering companies?
Yes, but through a different mix of apps. Weddings and bespoke events rarely need public ticketing; they need quotations, deposits, run sheets and vendor cost control, which Sales, Project and Purchase handle well. We configure that mix and skip the Events app where it adds nothing.
Can we see the real profit of each event?
Yes. Ticket revenue, sponsor invoices, vendor bills and crew timesheets all carry the event's analytic account, so profit per event reads straight from Accounting. The honest caveat: the number is final only when the last vendor bill is in, so we set up accruals and a chase list to close that gap.
How does Odoo handle Thai tax for event businesses?
VAT applies to tickets and sponsorships, and full tax invoices carry your company details, with e-Tax Invoice & e-Receipt through the provider you choose. On the cost side, payments to venues, caterers and freelancers produce withholding tax certificates (PND 3/53), configured once with your accountant and applied on every payment after that.
How long does an event ERP implementation take?
A focused core covering Events, Sales, Purchase and Accounting typically runs six to twelve weeks, with one pilot event run on the new system partway through. Check-in hardware and extra integrations add phases. You get a phased timeline after scoping, not before.
Get started
Let's build your ERP roadmap
Tell us how your business runs today. You get an honest view of how Odoo fits, what it would take, and a phased plan, within one business day.
- Free first scoping call
- Written scope and phased plan
- Delivery in English or Thai
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