Events and rental: Quotation software for balloon decorators
Quotation software for balloon decorators that puts balloon quantities, structure, setup and removal into one proposal, with the assumptions behind it and approval on a fixed version.
Where quotes for balloon decorators get stuck.
A quote for a balloon arch looks simple, but the price depends on many choices the client never sees. A few metres of organic arch takes far more balloons in mixed sizes than a classic arch with even rows. A frame on a base with water weights is different from fixing to an existing pergola. Travel, an early morning setup and coming back to take everything down after midnight all take time, yet they are often forgotten or guessed. Then the client wants an extra colour or a few foil letters spelling a name, and nobody remembers which amount belonged to which version.
Quotation software for balloon decorators
Example- 1
State the assumptions
DoneEach quote opens with what you assumed: type of decoration, dimensions, number of colours, latex or foil, helium or air, indoors or outdoors and how it will be secured.
- 2
Price it by component
In progressThe calculation uses fixed components: balloons by size and colour, frames and bases, weights, helium, extras such as foil letters or dried flowers, travel and build time.
- 3
Record options and approval
NextYou can place two or three options side by side, such as a half arch, a full arch or an arch with columns.
From enquiry to signed quote.
State the assumptions
Each quote opens with what you assumed: type of decoration, dimensions, number of colours, latex or foil, helium or air, indoors or outdoors and how it will be secured. It also says when you set up and whether you return for removal. The client sees immediately whether you understood the request.
Price it by component
The calculation uses fixed components: balloons by size and colour, frames and bases, weights, helium, extras such as foil letters or dried flowers, travel and build time. For an organic arch it applies a ratio of large and small balloons per metre that you set yourself. The calculation stays easy to follow.
Record options and approval
You can place two or three options side by side, such as a half arch, a full arch or an arch with columns. The client picks one and approves it. Later changes come as additions in a new version, so it stays clear what was originally agreed and what was added afterwards.
Alongside your calculations and price lists.
Many balloon decorators price in a spreadsheet or from memory, using a rate per metre of arch and a fixed setup fee. That know-how becomes the basis of the quotation software: you set prices per balloon size, frame and hour and remain in charge of them. The proposal can include a sketch or inspiration photo, but the design stays yours. Approvals and deposits are recorded per version, so your calendar and purchasing can follow from them.
Price per metre or per balloon
A price per metre of arch is easy to explain but ignores the difference between a sparse arch and a dense one. Pricing per balloon is more accurate but harder for clients to grasp. You can calculate per balloon behind the scenes and show a price per metre with a short note about density, so both sides stay comfortable.
Removal included or extra
Removal after a party often means coming back late at night or the next morning. Some decorators always include it, others offer it as an option or let the client take things down. If removal is optional, you need to be clear about what the client does with frames and weights and when they must be returned.
Deposit or pay after the event
A deposit on approval covers balloons and helium bought in advance and reduces the risk of last-minute cancellations. Paying after the event is nicer for the client but leaves you with the costs if the party is called off. Many decorators ask private clients for a deposit and invoice business clients afterwards.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
All customer stories
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Read the storyWhat we prepare in the quotes.
Your own prices per balloon size, frame and hour go into the quoting software at the start, with recorded assumptions, side-by-side options and approval on one version. We take an ordinary half arch for a birthday through it together, and a wedding where the client wants an extra colour and foil letters after approval. A deposit request and approved quantities going straight onto your purchase list can be switched on when it suits you.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan the software work out how many balloons an arch needs?
Yes, based on the ratios you set per arch type and per metre. For an organic arch you might set how many large, medium and small balloons you use on average. You can always adjust the result by hand when a design is unusual.
How do we include travel and early setups?
Travel and build time are separate lines in the quote. You can set a surcharge for setups outside your normal hours or for removal late at night. The client sees those lines on their own, so it is clear why an early Saturday setup costs more.
What if the client adds something after approval?
You create a new version with the addition as a separate line. The original version is kept. The client approves the addition, and you see in one overview everything that has been agreed and when.
Can we reuse a quote for a similar party?
Yes. You copy an earlier quote and change venue, date and colours. The calculation reruns with current prices. A baby shower that resembles a previous one does not need to be built from scratch. Only the details that differ need your attention.
Add-ons for your industry.
What often connects to this.
- 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.
- 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.
- Invoicing software for balloon decoratorsInvoicing software for balloon decorators that turns installed decorations, removal and extras such as foil letters or an extra trip into an invoice matching the quote and handover photo.
Quotes that match the work.
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 Quotation software for balloon decorators: quotes on balloon quantities, frames and setup, with clear assumptions about venue, colours and removal.
- State the assumptions
- Price it by component
- Record options and approval