From the first inquiry to the final invoice, on one record.

A BEO is a banquet event order, the single sheet a club works a function from: who the client is, how many people are coming, what is being served, what it costs, and the order the day runs in. TeeWire builds one per function, numbered and revised, on the same records as the tee sheet and the register. The head count holds the expected, guaranteed and set figures separately. Costs are grouped into food, bar and rentals, each line priced per person, per hour or flat and marked taxable or not, and the money panel carries the service charge, the deposit and the balance still due. The run sheet holds the day in order with each line tagged to the department that owns it, and the invoice comes off the same sheet.

The way the industry contracts for it. A function carries three head counts side by side: the expected count you are planning around, the guaranteed count the client commits to by the cutoff, and the set count you actually lay places for. Billing takes the greater of the guarantee and the set, so a party that guarantees 170, gets set for 190 and has 12 people cancel on the morning still bills at 190. The cutoff date sits on the function with the fallback rule and the percentage the kitchen prepares above guarantee, and guarantees still outstanding show as a list. Because all of it lives on one record, moving the guarantee moves the plate count, the service charge and the balance with it.

Yes. Each room carries its dimensions and a capacity for every setup style you use, whether that is rounds, theater, classroom or u-shape, and a function is laid out to scale with tables, chairs, the bar, the buffet, the stage and the dance floor. The seats you have placed total against the set count as you work, which is the number that matters: nineteen rounds of ten seats 190 people and nineteen rounds of eight leaves you a room short. Layouts save as templates per room and setup style, so the six setups a club actually runs get drawn once rather than every summer. The plan prints for the crew, shares read only with the client, and is stored on the function, so a change at four in the afternoon reaches the BEO.

Yes. The proposal renders from the function under the club's brand with the internal lines filtered out, so it carries the numbers you already built rather than numbers somebody retyped into a template. The contract carries your own clauses and cancellation tiers, is signed electronically, and the signed copy is stored on the function alongside the other paperwork the event collects: the certificate of insurance from the florist, the client event liability policy, the deposit receipts. Next week's paperwork prints as a batch for the Tuesday BEO meeting rather than one function at a time.

The slice tagged to them. Every line on a run sheet names the department that owns it, so the kitchen receives counts, timings and the prep sheet with food grouped by category and no pricing on it, the grounds crew receives setup and teardown, the bar receives its model and its open and last call times, and the golf shop receives the golf event order with format, start, carts and contests. Banquet food and drink also land on the same kitchen display system the line already works from for a Tuesday lunch, with anything changed since it was last acknowledged called out. Two renderings of one record mean the chef and the client are never reading each other's document.

The tee sheet hold is optional and always has been. An outing that is playing the course creates its block on the tee sheet from the function itself, taking the date, the start type and the number of groups, and the block ids stay on the function so a date change drags the tee times along. A rehearsal dinner, a member meeting or a holiday party holds nothing at all. Releasing that link leaves your blocks where they are, because blocks are created and removed on the tee sheet, which is the one thing that understands your tee time grid.

Yes, and this is the part a banquet product built for hotels and restaurants has no way to reach. Green fees, cart fees, pro shop merchandise, range balls, the food and the bar all post to the same function and settle as one sale, to one client, against one deposit. A corporate outing is one piece of business, so it produces one invoice rather than a golf number and a banquet number that somebody reconciles afterward. That works because the tee sheet, the register and the ledger are one system on one database rather than three products passing copies to each other.

Yes. The client on a function is a customer record, the same record their rounds, their bar tabs and their dues sit on. A function billed to a member lands on their house account with everything else, inside A/R aging at 30, 60 and 90 days with their credit limit enforced, and they can open the statement online and pay the balance by card. One member can also sign up a table of eight and have six of those seats billed individually to the people sitting in them. A function billed to an outside client settles at the register through an ordinary sale, on the same screen your staff already use for a green fee.

Yes. Food and rental lines carry cost beside price, so a function reports a margin rather than only a revenue figure. That matters at a club, where boards routinely believe banquets are the high margin business that fixes the food and beverage deficit, and the argument gets settled with revenue because nobody has the cost. Alongside per event margin you get booked business by month, revenue by event type and by space, deposits outstanding, and actual attendance against the guarantee, which is the number that prices next year for the same client.

A reschedule moves the function and the tee sheet blocks it is holding together onto the new date, keeps the BEO number with a fresh revision so the paperwork stays traceable, and texts the roster from the same system that holds their numbers. Weather cancellation and the rain date are handled as part of the booking rather than as a morning of phone calls, which for a course in a real climate is several weekends a season.

In its own place in the ledger. The golf chart of accounts that comes with TeeWire carries an event revenue account, and the sale that settles a function writes its journal entry at the moment it rings, into a double entry general ledger that also produces the trial balance, the profit and loss and the balance sheet. Deposits are held as a liability and recognized when the event closes, so money taken in October for a June wedding is not read as October income. The ledger pushes to QuickBooks Online or QuickBooks Desktop, or exports in QuickBooks import format or CSV for your accountant.

They are two modules that work together. This one is the banquet office: you take the inquiry, hold the room, build the BEO, run the departments and invoice the client. Event Registration is the golfer facing half, where a field signs up and pays for an outing, a league or a clinic on your own website, and it is quoted as an add-on with your plan. A charity scramble often uses both: the organizer signs a contract and gets a BEO for the dinner, and the players register and pay online for their own seats.

TeeWire does the move itself, and it is not billed as a service engagement. Moving onto TeeWire is white glove: we handle the migration ourselves at no charge, your tee sheet templates, historical bookings, customer records, pricing rules and gift card balances come across in five days, and your staff are trained on the workflows they will actually use. Your existing events, menus and contacts come with them, which is what lets copy last year forward work in your first season rather than your second. Support afterward is 100% U.S. based, from people who know golf operations as well as the software, which matters more on the Saturday a party of 190 is arriving than it does on the demo.