Sponsors, artists and suppliers managed professionally
Lier Centraal is a volunteer organisation that hosts four free Thursday evenings every summer in the heart of Lier. Behind that free festival is a serious back office: dozens of sponsor deals, artist contracts and suppliers. They manage it all through Clubwise.
A free festival with a professional back office
The public sees four carefree summer evenings. What they don't see is the admin behind it: agreements with dozens of sponsors, contracts with artists and countless suppliers. That used to be scattered across emails, folders and volunteers' heads. Today everything runs through one system.
The challenges
Deals scattered across emails and folders
Agreements with sponsors, artists and suppliers were in separate emails, PDFs and volunteers' heads. Nobody had the full picture.
Invoices left waiting
Sponsor invoices were created late and payments were followed up manually. Money that had been agreed sometimes only came in months later.
Incoming invoices without structure
Supplier invoices arrived by email and on paper. Closing the books after the season was time-consuming and error-prone.
The solution
One file per sponsor, artist and supplier
Every deal is in Clubwise: contract, agreements, returns and tasks. The whole team sees the same status.
Sponsor deals invoiced and followed up
The invoicing agreements per sponsor deal are recorded in the file. Invoices are created from the deal and payment tracking shows right away what is still open.
PEPPOL for sending and receiving
Sponsor invoices go out through the PEPPOL network and supplier invoices come in through it automatically, ready to link to the right deal. No more digging through mailboxes.
VIP ticketing with scanning at the entrance
Public admission is free. For the VIP zones, Lier Centraal sells tickets through Clubwise and scans visitors smoothly at the entrance with the scanner app.
"With Clubwise we digitised our entire back office. From artist contracts to sponsor invoices: our volunteers can now focus on the atmosphere, not on the admin."
Your back office in one place too?
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