From spreadsheet tracking to an automated event payments workflow

The client was organizing a group travel experience to the UK that required managing deposits and installment payments for multiple participants.

Their previous system required manually tracking balances and payment activity each month using spreadsheets and manual communication with participants.

As the event grew, this process became increasingly time-consuming and difficult to manage.The client was organizing a group travel experience that required managing deposits and installment payments for multiple participants.

Their previous system required manually tracking balances and payment activity each month using spreadsheets and manual communication with participants.

As the event grew, this process became increasingly time-consuming and difficult to manage.

Several operational challenges needed to be addressed:

• tracking deposits and installment payments for multiple travelers
• managing couples and participants paying for more than one traveler
• giving participants visibility into their payment status
• reducing the manual work required to update balances each month

The client also needed a system that could send automated reminders and provide a structured way for attendees to manage their payments.

Participant Payments Needed Clarity, Not Complexity

The first step involved reviewing the existing workflow and identifying where manual tracking and communication were creating unnecessary complexity.

Based on the client’s needs, Zoho Books was implemented as the foundation for managing participant payments and balances.

In addition to configuring the system, the goal was to ensure the client could confidently manage the process independently once the event was underway.

The implementation focused on creating an automated and manageable payment system for the event organizer while maintaining flexibility for different participant scenarios.

Key components of the system included:

• configuring Zoho Books to manage deposits, installment invoices, and participant balances
• integrating the client’s Square payment gateway so payments submitted by participants would automatically flow into the accounting system
• enabling the Zoho client portal so participants could log in, view their balances, and submit payments online
• customizing invoice templates, reminder messages, and notification emails to align with the client’s communication style
• configuring domain email settings so all payment communications were sent from the client’s branded email address
• embedding payment links and forms directly into the client’s website for easier participant access

During setup, the system was designed to support multiple payment scenarios, including individual travelers, couples, and participants managing payments for more than one person.

After implementation, the event organizer gained a structured and far more efficient way to manage participant payments.

Key improvements included:

• automated payment reminders for upcoming installments
• a secure client portal where participants could view balances and submit payments
• integrated payment processing through Square that automatically updated the accounting system
• reduced reliance on spreadsheets and manual balance tracking
• simplified communication with participants through automated notifications

To support long-term independence, the client also received a structured knowledge base that documented system credentials, step-by-step workflows, and training materials, including written guides and video references.

This allowed the client to confidently manage the system moving forward without needing to rely on manual tracking methods.

By consolidating multiple tools into Zoho One, the client was able to simplify their technology stack and reduce recurring software costs.

Estimated monthly savings included:

• Zoom subscription (approx. $15–$20/month) replaced with Zoho Meetings
• QuickBooks subscription (approx. $30–$60/month depending on plan) replaced with Zoho Books
• Client portal functionality provided through Zoho Books rather than a separate payment management tool

Because Zoho One includes these applications within a single platform subscription (approximately $50/month for a single user), the client gains access to multiple integrated business tools while reducing reliance on separate software services.

The automation of payment reminders and balance tracking significantly reduced the time previously spent managing participant payments manually each month.