A floor under every booking

Most venues will not take a Saturday in the main room below a certain figure. Caterers and planners work the same way, with a number under which a job is not worth the truck.

1pm had nowhere to put that number. The terms template has always talked about a minimum spend and a shortfall charged as a room hire adjustment, and every part of that was down to you noticing, in your head, on a quote you were already halfway through.

Now a space carries its own figure, and 1pm does the noticing.

Setting one

Open a space and fill in Minimum spend. Blank means no minimum, which is where every space starts and where most of them will stay.

It sits per space on purpose. A ballroom and a terrace at the same venue are two spaces in 1pm, and they rarely carry the same number.

The room hire does not count

This is the part that makes the figure worth trusting. Once a space carries a minimum, every line on a quote or a set of charges grows a counts toward minimum spend box, ticked to start with. Clear it on the lines the minimum was never about.

A five thousand dollar minimum on a room that costs two thousand to hire means five thousand of food and drink, not three. Clear the box on the room hire and the number 1pm shows you is the one your contract means. It is measured on the line amounts, before any service charge, gratuity or tax, so a service charge you add on top of the food never helps the client reach a food minimum.

What you see

A running line under the totals, on quotes and on an event’s charges:

Towards minimum spend $3,800 of $5,000

and while the booking is short, a warning naming the space and the gap, with a button that says exactly what it will do: Add a $1,200 minimum spend adjustment.

Click it and the line appears, priced at the gap, and the warning goes. From there it is an ordinary line. Rename it “Room hire adjustment” to match your terms, change the price, delete it if the conversation goes another way. It flows onto the invoice and through to Xero like anything else.

Nothing is ever added on its own. 1pm will tell you a booking is under your floor every time, and it will not put a cent on a client’s document without you clicking.

The client’s side

Nothing, on an ordinary quote. A client whose booking is comfortably over the floor never needs to know there was one.

The exception is a quote you have made adjustable. If their own choices take the quote under the minimum, a note appears on their copy saying what the minimum is and what their selection comes to. They can still accept: somebody working through a quote at eleven at night should not hit a wall with no way forward, and a conversation beats losing the booking to silence. Your copy carries the shortfall afterwards, with the button on it.

Where it does not appear

Invoices. A deposit or balance invoice is one slice of a booking, and telling you a two thousand dollar deposit was eight thousand under the minimum would be wrong every single time. The warning belongs on the two documents that are the whole booking: the quote, and the event’s charges.

Minimum spend has the rest of it.