Automate Your Event Logistics with AI Document Processing
Stop manually entering vendor quotes and updating timelines. Let AI handle your HoneyBook and Aisle Planner data entry so you can focus on the vision.
In the high-stakes world of event planning, a single $25,000 corporate gala or a $10,000 wedding fee can be jeopardized by a missed vendor detail or a delayed permit application. Planners are currently drowning in a sea of PDFs, from catering quotes and floral contracts to Certificates of Insurance (COIs) and alcohol licenses. Manually transferring this data into platforms like Planning Pod or Social Tables takes hours of billable time that should be spent on client strategy and creative design.
Read Laboratories streamlines these workflows by deploying AI models that read incoming documents and automatically update your project management tools. Whether it's extracting line items from a rental invoice or syncing a guest list from a messy Excel sheet into AllSeated, our solutions eliminate the 'data entry tax' that limits your agency's ability to take on more high-value clients.
Problems We Solve
Vendor Contract Bottlenecks
AI automatically extracts payment schedules, delivery windows, and force majeure clauses from vendor PDFs, syncing them directly to your master timeline.
Inquiry Response Lag
Stop losing $5,000+ leads; our AI parses incoming inquiries and populates HoneyBook or Aisle Planner instantly, triggering personalized follow-up sequences.
Budget Tracking Errors
Automatically reconcile receipts and invoices against your client's budget in real-time, preventing the $2,000 overages that lead to difficult client conversations.
Compliance & Permit Anxiety
The system monitors incoming vendor COIs and alcohol permits, alerting you immediately if a document is expired or missing required coverage limits.
Manual Guest List Updates
Convert disparate RSVP data from emails, spreadsheets, and forms into a clean, unified format for seating chart software like Social Tables.
What You Get
Automated Contract Extraction
Extract line-item pricing and dates from vendor contracts with 99% accuracy using custom OCR models.
Multi-Platform Sync
Deep integration with HoneyBook, Aisle Planner, and Planning Pod via API and custom middleware.
Smart Budget Reconciliation
AI-driven matching of invoices to budget categories, identifying discrepancies before they impact your margins.
Automated COI Validation
Scan insurance documents to ensure vendors meet venue requirements for liability and workers' comp.
Timeline Auto-Population
Turn vendor load-in instructions into actionable tasks in your master production schedule automatically.
What It Costs
Setup
$3,000 - $6,000
Monthly
$400 - $800
ROI Example
By automating 15 hours of manual data entry per month for a senior planner billing at $150/hr, you save $27,000 annually in labor costs alone.
Frequently Asked Questions
Can the AI handle handwritten notes on floor plans or banquet orders?
Yes, our advanced OCR models are trained to recognize handwritten annotations, which can then be digitized and attached as notes to specific vendor tasks in your CRM.
Does this work with HoneyBook and Aisle Planner?
Absolutely. We specialize in building the 'glue' between your documents and your existing tech stack, ensuring data flows seamlessly into the tools your team already uses.
How do you handle sensitive client financial information?
We implement SOC2-compliant encryption standards. Your client's sensitive data is processed in a secure environment and is never used to train public AI models.
Can it help with alcohol licensing and event permits?
Yes, the system can extract expiration dates and requirements from permit applications, ensuring you never miss a filing deadline for a major corporate event.
What happens if the AI encounters a document it doesn't recognize?
The system includes a 'Human-in-the-loop' exception handler. If the confidence score is low, it flags the document for a quick 10-second review by your team.
Is there a limit to the number of vendors it can track?
No. Whether you are managing 5 vendors for a boutique wedding or 50 vendors for a city-wide festival, the AI scales to handle the volume without additional costs.
Scale Your Agency Without Adding Headcount
Book a free automation audit to see how much time your team can save on data entry.
Serving Event Planning Companies businesses nationwide. Based in Westlake Village, CA.