Send proposals, collect deposits, coordinate vendors and rentals, schedule your team, invoice clients, and get paid—all from one connected event.
Hearth & Harbor Dinner
Saturday · The Foundry
Guests
142
Team
8 confirmed
Deposit
Paid
01
Book the event
Proposal, signature, deposit
02
Build the plan
Vendors, rentals, supplies
03
Run the day
People, timing, briefing
04
Close it cleanly
Returns, payment, payroll
The event is the job
The staffing plan should know the schedule. The rental list should know the event. The invoice should know what the client approved. Portara keeps the operational story intact from the first proposal through final payment.
One source of truth, even when twenty things are happening at once.
Event #1218
Hearth & Harbor Dinner
Client
Deposit paid
Services
6 job items
Products
42 items
Staff
8 people
One event, start to finish
Portara follows the real event workflow: proposal, planning, vendors, staffing, event day, returns, payment, and time.
Proposal and deposit
Build an estimate with planning services, packages, rentals, and a deposit. The client signs and pays from one link—no account or paper chase required.
Proposal signed · Deposit paid
Still event #1218
Build the event
Add vendor services, rentals, furniture, tabletop, and supplies as job items or notes. The working event and its money stay in the same record.
42 products and services
Still event #1218
Schedule the team
Check availability, send offers, and confirm setup, event, and strike staff. Everyone gets the address, timing, and briefing attached to the job.
8 staff · All confirmed
Still event #1218
Event day
Keep scheduled labor, people, products, supplies, and client details connected while the work moves from setup through breakdown.
Setup · Event · Breakdown
Still event #1218
Close and reconcile
Invoice the remaining balance, collect payment, scan final receipts, move relevant products, approve team hours, and hand time off to payroll.
Paid · Receipts assigned · Time approved
Still event #1218
A plan people can use
The work changes quickly from load-in through strike. Portara keeps the current event details with the job and the confirmed people doing the work.
Event day
Saturday · September 19
Rental delivery + load-in
ReadyCatering and floral setup
ReadyStaff briefing
ScheduledDoors open
ScheduledThe event is Saturday. The group chat started Monday.
Event staffing without the chase
Check availability, send offers, and get accept-or-decline responses. Confirm the right people for setup, service, and strike without managing the roster in texts.
Event availability
Saturday · September 19
Maya
Available
Jordan
Available
Devin
Available
Alex
Unavailable
Payment, returns, and payroll
Confirm returns, assign final receipts, invoice the balance, collect payment, and approve event hours. Sync timecards to Square Payroll or export a payroll-ready CSV.
Start your first eventEvent closeout
Hearth & Harbor Dinner
42
Returned
7
Receipts
68
Staff hours
One place to run the work
Send one polished link for approval, signature, and payment.
Keep vendor services, job notes, products, and costs attached to the event.
Track event product needs, useful stock, purchasing, and receipt assignments.
Check availability and confirm setup, event, and strike teams.
Give confirmed staff the address, timing, scope, and event details.
Scan receipts and assign last-minute purchases to the right event.
Bill directly from the event and let clients pay online or on-site.
Approve event hours, sync to Square Payroll, or export a payroll CSV.
Event staff scheduling guide
Check availability, schedule setup and event labor, send work offers, share the briefing, and approve hours.
Questions, answered
Portara works the way event businesses already think—one event, with its people, products, documents, payments, and hours attached.
Portara manages the business operations around every event: estimates, deposits, job products and services, notes, employee scheduling, invoices, payments, receipts, timesheets, and payroll handoff.
Yes. Clients can review and sign estimates, pay deposits, view invoices, and make payments through secure links without creating a Portara account.
Yes. Review employee availability, send offers by text or email, and confirm the right people for each phase of the job while keeping everyone connected to the same event briefing.
Yes. Add products and supplies to the event job, compare useful stock with job needs, and assign purchases from receipts. Portara does not provide a dedicated rental reservation calendar.
Yes. Employees submit time against the events they worked. You approve it, then sync approved timecards to Square Payroll or export payroll-ready data for another provider.
Portara is the operational system around the event. You can keep using specialized layout or creative planning tools while Portara connects the client, vendors, rentals, staff, money, receipts, and time.
Bring your next event into Portara. The proposal, vendors, rentals, team, invoices, payments, receipts, and hours will already know where they belong.
Start free—no credit card