The challenge
A 5-venue wedding and event group across NCR and Jaipur was getting 400+ enquiries a month during shaadi season. Sales managers took 11 days on average to send a custom proposal. By then, the family had visited three other venues. Vendor coordination — caterer, decorator, mandap, sound — was over WhatsApp groups that were impossible to audit. Final payment reminders went out only when the accounts manager remembered.
How we deployed
- Built an AI intake bot that captured guest count, dates, dietary preferences and budget on the first WhatsApp ping.
- Auto-generated a draft proposal with hall, catering and decor inclusions inside 6 hours; flagged for sales-manager review.
- Booked site visits straight on the venue head's calendar with directions and a co-branded confirmation.
- Replaced WhatsApp vendor groups with structured task tracking — each vendor saw only their tasks, deadlines and approvals.
- Auto-sent final payment reminders T-30d, T-15d, T-7d, T-3d with one-click UPI and bank-transfer instructions.
What changed
- Booking conversion lifted 2.4× on the same enquiry volume in one shaadi season.
- Quote turnaround compressed from 11 days to 6 hours.
- Final payment delays dropped 63% — most weddings now paid in full T-7d.
- Vendor disputes around scope and timing fell sharply with the structured task trail.
- Site visits booked grew 87% with a same-day-confirmation SLA.
"In shaadi season the family that gets a quote first usually books. We went from being the third quote to being the first quote, and our booking math changed."
— Director · 5-venue wedding group