VenueFlow
The venue sales pipeline inside WordPress, from inquiry to paid balance.
v1.0.0 · WordPress 6.6+ · PHP 8.1+ · Stripe · WooCommerce · WordPress
The problem
Venues do not sell a calendar slot; they run a sales process: inquiry, tour, tentative hold, proposal, contract, deposit, balance. Date-booking plugins only reserve days, and the tools that handle the rest are SaaS products billed by the month, with the venue's client list living on someone else's server.
What we built
VenueFlow runs the whole pipeline for event venues, wedding venues and private-dining rooms on the venue's own WordPress site. Spaces carry capacities and setup and teardown buffers; a public availability calendar shows open, on-hold and booked dates without exposing who; an inquiry form checks availability live as dates are picked; and a drag-and-drop pipeline board moves each lead from Inquiry through Tour, Hold, Proposal, Contract, Deposit and Balance to Completed or Lost.
Tentative holds expire and release themselves, a space is never double-booked, and every lead has a record with notes, an activity timeline and a log of every email the plugin sent. A Venue Sales role works the pipeline without touching settings. Everything in the free plugin works without limits.
VenueFlow Pro adds the money and the paperwork: a price list and proposal builder with a client accept page, contracts with e-signature and signed PDFs, payment schedules collected through WooCommerce or Stripe Checkout with reminders and receipts, tour scheduling, automated follow-ups, event-day sheets and reports.
Pricing
Free runs the pipeline. Pro adds the proposals, contracts and payments.
The complete VenueFlow. Nothing locked, nothing time-limited.
- Spaces with buffers
- Public availability calendar
- Inquiry form with live availability
- Pipeline board
- Tentative holds that expire
- Lead record and timeline
- + 6 more
Everything in VenueFlow, plus:
- Price list and proposal builder: packages, per-guest menus, add-ons and fees, with taxes, service charge and minimum spend worked out, and a client page with an Accept button
- Contracts with merge fields, e-signature by drawing or typing, a signed PDF in your media library and a full audit trail
- Payment schedules: deposit on signing, installments, balance before the event, reminders before and after due dates, receipts, pay-next, pay-all or partial
- Payments through WooCommerce when it is active, otherwise Stripe Checkout, with no extra fees from us
- Tour scheduling with a Book a Tour block, confirmations and day-before reminders
- Automated follow-ups by stage: no reply, hold expiring, balance due, sent once and logged
- Event-day sheet with timeline, vendors, floor plan, menu and AV notes, and a printable banquet event order
- Reports: inquiry-to-booking funnel, revenue by month and space, lost reasons, lead sources, pipeline value
- Automatic updates with a license key
Screenshots
VenueFlow, as it looks today.
Capabilities
Everything VenueFlow does today.
-
Spaces with buffers
Each room has seated and standing capacity, setup and teardown buffers, photos and a minimum spend. Buffers block adjacent slots so a space is never double-booked.
-
Public availability calendar
The Availability Calendar block (or [venueflow_calendar]) shows open, on-hold and booked dates per space. Visitors never see who holds a date; holds can be hidden entirely.
-
Inquiry form with live availability
Event type, up to three dates with flexibility, guest count, budget range and space. Availability is checked as dates are picked. Honeypot and rate limiting are built in.
-
Pipeline board
Inquiry → Tour scheduled → Hold → Proposal sent → Contract signed → Deposit paid → Balance paid → Completed, plus Lost with a reason. Drag cards between stages; today's priorities sit on top.
-
Tentative holds that expire
Holds carry an expiry date. Lapsed holds release themselves on the hourly cron and the team is emailed; wp venueflow expire-holds does it on demand.
-
Lead record and timeline
Contact and event details, internal notes, an activity timeline of stage changes, holds, events and inquiries, and a log of every email sent from the plugin, with a composer to send more.
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Lead routing and branded email
New leads go to a default owner or round-robin between chosen users. Every email is wrapped in a branded HTML shell with your logo and accent colour.
-
Venue Sales role, REST API, WP-CLI
A role that works the pipeline without access to settings, a venueflow/v1 REST API with capability checks on every route, and wp venueflow seed for a demo venue.
-
Proposals and price list (Pro)
Packages, per-guest menus, add-ons, fees and discounts saved once; taxes, service charge and minimum spend worked out per proposal. The client gets a web page with an Accept button.
-
Contracts with e-signature (Pro)
Templates with merge fields; clients sign by drawing or typing on any device. The signed PDF lands in the media library with an audit trail of every step.
-
Payment schedules (Pro)
Deposit on signing, optional installments, balance before the event. Reminders before and after due dates, receipts on payment, and the lead moves to Deposit paid and Balance paid by itself. Collected through WooCommerce or Stripe Checkout.
-
Tours, follow-ups, BEO and reports (Pro)
A Book a Tour block with confirmations and reminders, automated follow-ups by stage, a printable event-day sheet, and funnel, revenue, lost-reason and lead-source reports.
Changelog
Every version, in public.
Installed copies check for new versions at https://hexcorp.io/wp-json/hexcorp/v1/products/venueflow/latest
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First Pro release: price list and proposal builder with client accept page, contracts with e-signature and signed PDFs, payment schedules through WooCommerce or Stripe Checkout with reminders and receipts, tour scheduling, automated follow-ups, event-day sheets and reports.
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Submitted to the WordPress.org plugin directory for review. Spaces with buffers, public availability calendar, inquiry form with live availability, pipeline board, expiring holds, conflict rules, lead timeline and email log, Venue Sales role, REST API and WP-CLI.
FAQ
Questions about VenueFlow
Short, factual answers. Anything else, ask us.
Do I need the Pro add-on to use VenueFlow?
No. The free plugin runs the full pipeline: spaces, the public calendar, the inquiry form, holds, conflict rules and lead records, without limits or nags. Pro adds proposals, contracts, payments, tours, automation, event-day sheets and reports.
Does the public calendar show client names?
Never. It only returns open, on hold or booked per day, and holds can be hidden entirely in Settings.
Which payment processors does VenueFlow Pro support?
WooCommerce with any gateway you already use, or Stripe Checkout directly with a pasted key. VenueFlow adds no fees of its own.
Are the e-signatures legally binding?
VenueFlow records the signer's name, email, the drawn or typed signature, a consent checkbox, timestamp, IP address and browser, and produces a signed PDF with an audit page. That matches what common e-signature services record under the US ESIGN Act and eIDAS simple electronic signature rules. Check with your own counsel for your jurisdiction.
What are the requirements?
WordPress 6.6 or newer and PHP 8.1 or newer. WooCommerce is optional. The plugin is GPL-2.0-or-later.
What happens when a Pro license expires?
Pro keeps working. Updates and support stop until you renew.
What is VenueFlow?
VenueFlow is a WordPress plugin by HexCorp. The venue sales pipeline inside WordPress, from inquiry to paid balance. VenueFlow runs the whole pipeline for event venues, wedding venues and private-dining rooms on the venue's own WordPress site.
What problem does VenueFlow solve?
Venues do not sell a calendar slot; they run a sales process: inquiry, tour, tentative hold, proposal, contract, deposit, balance. Date-booking plugins only reserve days, and the tools that handle the rest are SaaS products billed by the month, with the venue's client list living on someone else's server. VenueFlow runs the whole pipeline for event venues, wedding venues and private-dining rooms on the venue's own WordPress site. Spaces carry capacities and setup and teardown buffers; a public availability calendar shows open, on-hold and booked dates without exposing who; an inquiry form checks availability live as dates are picked; and a drag-and-drop pipeline board moves each lead from Inquiry through Tour, Hold, Proposal, Contract, Deposit and Balance to Completed or Lost. Tentative holds expire and release themselves, a space is never double-booked, and every lead has a record with notes, an activity timeline and a log of every email the plugin sent. A Venue Sales role works the pipeline without touching settings. Everything in the free plugin works without limits. VenueFlow Pro adds the money and the paperwork: a price list and proposal builder with a client accept page, contracts with e-signature and signed PDFs, payment schedules collected through WooCommerce or Stripe Checkout with reminders and receipts, tour scheduling, automated follow-ups, event-day sheets and reports.
Is VenueFlow free?
Yes. The free edition of VenueFlow is the complete product with nothing locked or time-limited. VenueFlow Pro is a paid add-on with these plans: Pro – monthly at $19 / mo, Pro – yearly at $149 / yr, Agency – monthly at $49 / mo, Agency – yearly at $399 / yr.
What does VenueFlow Pro add?
VenueFlow Pro adds Price list and proposal builder: packages, per-guest menus, add-ons and fees, with taxes, service charge and minimum spend worked out, and a client page with an Accept button; Contracts with merge fields, e-signature by drawing or typing, a signed PDF in your media library and a full audit trail; Payment schedules: deposit on signing, installments, balance before the event, reminders before and after due dates, receipts, pay-next, pay-all or partial; Payments through WooCommerce when it is active, otherwise Stripe Checkout, with no extra fees from us; Tour scheduling with a Book a Tour block, confirmations and day-before reminders; Automated follow-ups by stage: no reply, hold expiring, balance due, sent once and logged; Event-day sheet with timeline, vendors, floor plan, menu and AV notes, and a printable banquet event order; Reports: inquiry-to-booking funnel, revenue by month and space, lost reasons, lead sources, pipeline value; Automatic updates with a license key. Pro covers one site, Agency covers unlimited sites. Pay monthly or yearly (yearly saves about a third) through Lemon Squeezy; cancel any time. If a license lapses the features keep working; only updates and support stop. Enter the key under VenueFlow → Settings.
Where does VenueFlow run?
VenueFlow is a WordPress plugin for Stripe, WooCommerce, WordPress. It requires WordPress 6.6 or newer and PHP 8.1 or newer.
What is the current version of VenueFlow?
The current version of VenueFlow is 1.0.0. Installed copies check https://hexcorp.io/wp-json/hexcorp/v1/products/venueflow/latest for updates, and every release is listed at https://hexcorp.io/products/venueflow/#changelog.
Is VenueFlow available yet?
VenueFlow is currently marked "In review". HexCorp publishes every release in the public release log at https://hexcorp.io/#releases; the status on this page changes the day it ships.
Who makes VenueFlow?
VenueFlow is built and operated by HexCorp.io L.L.C., a product studio in Franklin, Tennessee. Contact: hello@hexcorp.io.
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