Events and rental: Inventory software for balloon decorators
Inventory software for balloon decorators that tracks balloon colours by size, frames, bases and helium cylinders and reserves them per job, so you know what you really have before a busy week.
Where stock drifts for balloon decorators.
A balloon decorator has boxes of balloons in dozens of colours and sizes, frames for arches and columns, bases, weights and rented helium cylinders. Just before a busy week it turns out there are bags of champagne gold, but not in the large size you need for an organic arch. A frame left at a client's house still counts as available in your head. Balloons also have a limited shelf life: old latex pops more easily and discolours. Counting only what is on the shelf does not show what is already reserved for Saturday's wedding or what is really too old to use.
Inventory software for balloon decorators
Example- 1
Record colours and sizes
DoneEach balloon type is listed with colour, size, brand and delivery date.
- 2
Reserve per job
In progressOnce a quote is approved, the required balloons are reserved by colour and size, along with frames and bases from setup day until removal.
- 3
Update usage and returns
NextAfter a job you note how many balloons were actually used and how many popped or were rejected.
From receipt to use.
Record colours and sizes
Each balloon type is listed with colour, size, brand and delivery date. Frames, bases and weights get their own description, and rented helium cylinders a note on the supplier and return date. One list shows what you have, what you own and what has to go back.
Reserve per job
Once a quote is approved, the required balloons are reserved by colour and size, along with frames and bases from setup day until removal. Stock shows what remains free for other jobs. If you are short, you see it in time to order from your supplier.
Update usage and returns
After a job you note how many balloons were actually used and how many popped or were rejected. Frames and bases are booked back in when they return, with a note if anything is damaged. Leftovers from an opened bag count again, keeping the original delivery date.
Alongside your purchasing and suppliers.
Stock is now often tracked by looking in the cupboard, a list on your phone or the order history with your wholesaler. The inventory software takes over your colours and sizes and links to approved quotes, so reservations come from real jobs. You own counts and rejections; the wholesaler or rental company owns lead times and cylinder return terms. You keep ordering the way you are used to.
Count by bag or by balloon
Counting by bag is quick and fine for a rough picture. Counting individual balloons is more accurate for opened bags but takes longer. Many decorators count full bags as the unit and estimate opened bags in quarters or halves, which is enough to spot shortages in time without turning every evening into a stocktake.
Generous stock or order per job
A generous stock of common colours makes you flexible for last-minute requests, but latex ages and can discolour. Ordering per job keeps stock fresh, but you depend on lead times. The software can show which colours are used often and which sit on the shelf for months.
Leave frames with the client or collect
Leaving frames with the client until an agreed time is convenient for them, but you cannot use those frames for the next job. Collecting costs a trip. Stock shows which frames are still at clients and when they are due back, so you know what is available for next weekend.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
All customer stories
Hotel Aadam Wilhelmina
Online check-in, even at two in the morning.
Read the story
L'Artiste Barbershop
A full calendar starts with easy booking.
Read the storyNovaw Pilates
Focus on the class. Let the booking take care of itself.
Read the storyWhich stock we record.
Your balloon colours by size with delivery date, frames, bases and rented cylinders are in stock from the start, with reservations from approved quotes and booking back usage and materials. We replay an ordinary week together, and a week where two arches need the same large size in one colour while a frame is still at a client's house. Order suggestions and an alert for ageing stock can be switched on later.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan the software show which balloons are too old?
Yes, if you record the delivery date on arrival. You set how long you are happy to use a colour for outdoor work or large arches. Stock then shows which bags to use first or keep for small table pieces.
How do we keep track of rented helium cylinders?
Each cylinder is listed with the supplier, rental date and agreed return date. You see which cylinders are nearly empty and which must go back. That stops you paying rent on cylinders that have been sitting in the garage for weeks.
What if a frame stays at a client's place?
The frame remains reserved for that job until you book it back in. Stock shows which frames are out and since when. If you need it for the next job, you see in time that you must collect it first.
Do we have to recount everything after each job?
No. You note what was used and rejected for that job, and book frames and bases back when they return. An occasional full count keeps stock reliable, but it is not needed every day. A quarterly check is usually plenty.
Add-ons for your industry.
What often connects to this.
- Digital job cards for balloon decoratorsDigital job cards for balloon decorators that bring the decoration plan with fixing points, colours and quantities to the setup and record how the decoration was handed over.
- Website for balloon decoratorsA website for balloon decorators that presents arches, columns and table decorations by occasion, explains what works indoors and outdoors, and asks for the venue photo and colours you need.
- Enquiry form for balloon decoratorsAn enquiry form for balloon decorators that collects the venue photo, colour palette, setup time and fixing options, so you can propose a design without long message threads.
Know what is really there.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Inventory software for balloon decorators: reserve balloon colours by size, frames and helium cylinders per job, with usage and losses shown apart.
- Record colours and sizes
- Reserve per job
- Update usage and returns