End-to-End Event Booking Integration for a National Charity
10+ hours
Weekly time saved
Eliminated
Data entry errors
Real-time
Booking visibility
100%
Invoice automation
The Challenge
The charity was running popular events through Ticket Tailor but had no way to automatically get booking data into their finance or CRM systems. Staff were manually re-entering attendee details into spreadsheets and raising invoices by hand — a process that took over 10 hours each week and was prone to errors and delays.
Our Solution
Flowmetryx designed and built an end-to-end integration using Power Automate to connect all three systems. When a ticket is sold in Ticket Tailor, a Power Automate flow triggers instantly — creating or updating the contact record in a custom Power Apps CRM, and automatically raising a draft invoice in Xero. The Power App gave the charity's team a clean, purpose-built interface to manage bookings, track attendees, and monitor event capacity in real time.
The Outcome
Booking data now flows into the CRM and Xero near-instantly after every ticket sale. The 10+ hours of weekly manual work has been eliminated entirely. Invoice generation is fully automated, improving cash flow and removing the risk of missed or delayed billing. Staff can now focus on running events rather than managing spreadsheets.
The Challenge
The charity was running popular fundraising and community events through Ticket Tailor, but their back-office systems weren’t connected. Every time a ticket was sold, a staff member had to manually copy attendee details into a spreadsheet, then separately raise an invoice in Xero.
This manual process consumed more than ten hours every week, introduced regular data entry errors, and meant the finance team was always working from information that was hours — sometimes days — out of date.
What We Built
Flowmetryx designed and delivered a three-part solution:
Power Automate integration — A set of automated flows that trigger the moment a booking is made in Ticket Tailor. Attendee data is instantly pushed through to both the CRM and Xero, with no manual intervention required.
Custom Power Apps CRM — A purpose-built application giving the charity’s team a single place to view and manage all event bookings, track attendee details, monitor capacity, and communicate with ticket holders.
Xero invoice automation — Draft invoices are automatically created in Xero for every booking, with the correct line items, contact details, and event information pre-populated. The finance team simply reviews and approves.
The Results
From the moment the solution went live, the charity’s event administration transformed. Booking data appears in the Power App and Xero within seconds of a ticket being sold. The 10+ hours of weekly manual data entry has been completely eliminated. Invoices go out faster, cash flow has improved, and the team has a clear, real-time view of every event.
The difference was immediate. Our team no longer spends their time copying data between systems — they can focus on what actually matters.
Could we do something similar for you?
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