01
Overview
Ongoing projects, forecast revenue and margin, files to watch: the agency sees at a glance what needs attention, at the office or on the road
← Nexperio Tech · Case study
Case studyExtranet · private access
From first call to artist payout
An artist booking agency shouldn't run its events across phone calls, text messages and spreadsheets. Nexperio Tech designs and ships a business extranet that follows every file, from the client request to the artist payout
Artist roster, 1-click email outreach, Yes / Maybe / No replies, .ics confirmation, shared calendar, quotes, margin and accounting sync
- Client
- Artist booking and events agency
- Deliverable
- Business extranet and mobile artist space
- Scope
- About a dozen screens, desktop and mobile
- Year
- 2026
01 · Symptoms
Three channels, no common thread
Bookers and tour managers know the scenario.
01
Requests come in by phone
Date, venue, budget and wishes get jotted down during the call, then scatter across notebooks and inboxes
02
Artists confirm by text message
Who said yes, who is hesitating, who never replied: the answer stays in someone’s phone
03
Margins live in spreadsheets
Fees, tech, travel: every quote starts over from a file copied by hand. The real margin is only clear after the fact
The agency doesn't need one more tool. It needs a single file's continuity, from the first client contact to the artist payout
02 · Diagnosis
A business extranet
Nexperio ships a custom extranet (private access), designed for a booking agency's daily work: requests, artists, budget, quotes, calendar, accounting and mobile artist space
- 01Client request
- 02Artist requests
- 03Budget and margin
- 04Approved quote
- 05Calendar
- 06Accounting
- 07Artist payout
It's not a generic CRM. It's a tool tailored to the booking / events business
03 · Prescription
Nine modules, one single file
02
Client request and tracking
The client describes the event in a public form and puts a hold on the dates. A personal link then lets them follow and complete the request
03
Artist requests
For each date, the agency reaches out to several artists in one click. Replies and messages flow back into the file, up to confirmation
04
Budget and margin
Every cost line carries its cost and selling price. Margin is computed live, with and without travel, against the agency’s target
05
Quotes with approval
The quote is generated as a PDF from the budget, then goes through internal approval before reaching the client. Every version is tracked
06
Calendar
Every date over the next twelve months in one place: client requests, open artist requests, confirmations and free slots
07
Directory
The artist roster with genres, instruments, fees and history, imported and exported as XLSX
08
Accounting
Invoiced, collected, outstanding and still owed to artists, file by file. Invoices sync with Pennylane
09
Mobile artist space
Artists sign in without a password, get a notification as soon as a date is offered and reply from their phone
Every screen shown on this page is a demo screenshot: names, dates, amounts and contacts are made up. No real data from the agency or its clients appears here
04 · Treatment
Under the hood
- Application
- Next.js 16React 19
- Data
- SupabaseDrizzle ORM
- Messaging
- Resend emailsWeb Push notifications
- Documents
- PDF with react-pdfXLSX imports
- Integrations
- Pennylane syncMonday data migration
- Hosting
- Vercel
06 · Questions
Frequently asked questions
- How long does it take to ship a booking extranet?
- It depends on scope (modules, data imports, accounting integrations). For the public case, Nexperio shipped a complete business foundation (request → payout) with a dozen screens. A short scoping phase sets a realistic roadmap before the first sprint.
- Can we import our Excel / Monday artist roster?
- Yes. The shipped case includes data import (including Monday) and XLSX import/export for the artist directory. The goal is to avoid double entry at launch.
- Do artists need to create an account?
- The mobile artist space in the shipped case works passwordlessly: email link, notification, reply from phone. The agency keeps control of the file.
- How are date confirmations managed?
- Email outreach, one-click reply, then confirmation with .ics file sent to the artist and global calendar update.
- Is this a multi-agency SaaS or a custom extranet?
- Nexperio's public positioning is a delivered business extranet (private access), with multi-tenant / RLS architecture on the Tech side. For another agency, we start from the booking / events business and adapt the scope (modules, branding, integrations).