Run every VIP experience from on-sale to settlement cutting up to 40% of the operational overhead along the way
Request a walkthrough →VIP Tools replaces the patchwork of spreadsheets, email threads, and disconnected trackers with one system where tours, shows, packages, guests, communications, and financials live together.
Add a guest and they instantly appear in outreach campaigns, financial calculations, and the guest list PDF. No exporting from one tool and importing to another.
VIP Tools tracks every receivable, deposit, payable, and settlement for every show on a tour. Venue fees, deductions, currency conversions, due dates, and reconciliation all live in one place.
Auto-generated after each show from packages sold minus deductions, with currency conversion built in
Logged against receivables as payments arrive, with transaction IDs for clean reconciliation
Auto-generated from event fees, ticketing, venue, & taxes with due dates and status tracking
Settlement-deducted fees auto-reconcile as paid when the receivable is fully settled
Recurring and one-time costs generate payables automatically, with GL codes for your accounting system
Full visibility into what’s owed, paid, outstanding, and overdue — with settlement docs generated as PDFs
Every show on a tour moves through the same 8-stage workflow. Multiple feature tracks run in parallel — sales tracking, guest operations, outreach, financials, and reporting each activate at the right stage.
Sales status transitions happen automatically based on dates. Guest operations and review are manual checkpoints — guest lists lock before campaigns are created, and outreach doesn’t send until a reviewer approves. When the show passes, the receivable is created automatically. When settlement arrives and the balance hits zero, deductions auto-reconcile and the event completes.
Each phase has a checkpoint. Guest lists lock before campaigns. Reviews happen before outreach goes out.
See which shows need guests, which are ready for review, which have been contacted, and which await settlement.
Same process every time. Anyone can pick up a show mid-workflow and know exactly where it stands.
Packages, campaigns, tasks, and expenses are configured once at the tour level. Every new show inherits them automatically, adding a date takes minutes, not hours.
VIP tiers with benefits, multi-currency pricing, and merch items; pre-loaded on every show
Email and SMS templates with dynamic variables. Finalize a guest list and campaigns generate automatically.
Pre-show, day-of, and post-show assignable checklists cloned per show with due dates relative to the event
Per-show costs like VIP host fees, production, merch or catering each date gets its own expense and payable automatically
Change something at the tour level and selectively propagate it to future shows.
Outreach is templated, personalized, and scheduled automatically when the guest list is finalized. Merch sizing and photo galleries are self-service, so guests handle those themselves.
How it works:
After delivery, the system tracks opens and failures. Guests who didn’t receive outreach are flagged for follow-up.
Guests receive a link to select merchandise variants, sizes, and shipping details. Track who has and hasn’t submitted.
Upload event photos and publish them as static CDN-hosted galleries. Eligible guests receive a direct link.
At any point during a tour, generate reports covering sales performance, financial status, and guest operations.
Point-in-time snapshots tracking ticket sales velocity per package and per show
Projections at 50%, 75%, and 100% sell-through per show and tour-wide
Per-event breakdowns, package-level revenue, receivables, and payables as PDF or CSV
Delivery status, opens, and failures across shows
Scheduled recurring delivery to stakeholders with change-over-time comparisons
Configure packages, manage guests, run campaigns, generate day-of documents
Track receivables and payables, record deposits, reconcile settlements, export for accounting
We’re a small, focused team and we work directly with every client. Leave your details and we’ll reach out to schedule a walkthrough.