Clients set their own final numbers

A quote gets accepted at 80 guests. Three weeks out, the client emails to say it is 73. Two days later, 76. Each email means opening the booking, changing the per-head lines, fixing the confirmation, checking the draft invoice matches, and updating pax on the BEO so the kitchen is not plating for 80.

Final numbers hands that job to the person who actually knows the number.

Turning it on

Under Account, then Tax & invoicing, set Final numbers due before event, for example 14 days. Every quote accepted from then on carries that date on its booking. To move it for one booking, change Final numbers due on the booking’s Pricing page, or clear it to stop changes on that booking.

Leave the setting blank and nothing changes: the guest count is fixed when the quote is accepted, as it always was.

What the client sees

Once they have signed, their booking page shows a Guest numbers box and the date it closes. As they type a number, the page shows what the booking would come to. Update my booking makes the change.

The number can go up to the most your quote allows and never below the number they booked. That floor is deliberate: the count they accepted is the one your pricing was built on.

What moves, and what does not

Every per-head line that came from the quote follows the new count, each at its own price and tax, on the pricing sheet, the signed confirmation and any draft invoice. Guaranteed pax on the event follows too, so the BEO is right without anyone touching it.

Lines you added or edited yourself are left alone. Deposit and progress invoices already issued keep their amounts. The balance invoice bills from the updated pricing sheet.

You are told every time

Each change rings your bell and emails you, for example “Sarah Chen changed their guest numbers from 80 to 73”, with the total before and after. It is logged in the lead’s thread, and the booking’s Pricing page lists every change the client made.

The box closes when the date passes, once the balance invoice is issued, or if the booking is cancelled or completed. After that, a change comes back to you.

Letting a client adjust a quote has the rest.