Systems Airtable consulting and back-office systems for owner-run businesses
Run the business while the system keeps track of it.
Bookings, inquiries, schedules and client files go into one shared database, usually Airtable, connected to the forms on your website. Each thing gets typed in once and the follow-ups go out on their own, so your hours go to the work you went into business for.
Wedding inquiry workflow, by hand and in Airtable
Send one wedding inquiry through the business, two ways.
Here’s an inquiry from a couple planning a June wedding. Run it the way it often goes today, then run it through one system.
Wedding inquiry from the website
- Couple
- Maya and Jordan
- Date
- Saturday, June 13
- Venue
- Barn reception
- Guests
- 140 guests
- Message
- Do you have a DJ open that night?
| A | B | C | D | |
|---|---|---|---|---|
| 1 | Couple | Date | Guests | Notes |
| 2 | Chen | 5/30 | 110 | sent quote? |
| 3 | Okafor | 6/6 | 90 | |
| 4 | Maya and Jordan | 6/13 | 140 | barn |
| 5 | ||||
| 6 |
- Website form Fwd: Wedding DJ inquiry from the website Maya and Jordan, June 13, 140 guests 9:42 AM
- Dana Okafor Re: Deposit Sounds good, I’ll send it Friday. Oct 30
- Lena Chen Venue walkthrough Are you free Thursday at 4? Oct 29
- Riverside Barn Load-in times for June Attached is the vendor sheet for… Oct 27
Maya and Jordan, June 3, call back!
Inquiries, one record
- Couple
- Maya and Jordan
- Date
- Saturday, June 13
- Guests
- 140
- Status
- New inquiry
- DJ
- Checking availability
- Next
- Reply sent automatically
Calendar, June
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Air Fill
Maya and Jordan
Air Gist
7
Wedding inquiries in June
Example inquiry. The couple is made up.
Kuhl Entertainment’s Airtable system for wedding DJs
Kuhl Entertainment runs the whole business on an Airtable system we designed.
We designed and architected Kuhl’s Airtable system to carry each wedding from the first inquiry to the review request afterward. DJ availability, contracts, payments, planning and every email to the couple work from the same records. Corporate clients get asked back on a schedule, too.
- Inquiry
- DJ availability
- Contract
- Payments
- Scheduling
- Event planning and coordination
- Internal assessment
- Client review request
- Corporate repeat outreach
Correspondence runs through every step.
What an Airtable systems project covers
Each thing your business tracks, in one place the whole team can reach.
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One shared database
Bookings, inquiries, schedules and client files live in one database, usually Airtable, that the whole team works from.
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Website forms that write to it
When a customer fills in a form on your site, the request lands in the database as a new record.
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A view for each role
Staff see today’s bookings, the bookkeeper sees payments, and you see all of it.
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Emails, contracts and reminders it sends itself
Confirmations, contracts and reminders go out from the record, the same way every time.
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Your numbers where you’ll see them
This week’s bookings or open payments can sit on your iPhone Home Screen with Air Gist.
Air Fill and Air Gist, our iPhone apps for Airtable
Our own iPhone apps, for the Airtable systems we design.
Two things kept coming up with clients: getting records in from a phone, and seeing the numbers at a glance. We made an app for each.
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Air Fill Air Fill lets your team fill in Airtable forms on an iPhone, from the kitchen, the van or the venue.
Air Gist 
Signs of back-office drift
What owners tell us before a systems project.
- “The same booking lives in a spreadsheet, an inbox and somebody’s head.” Workflow Integration
- “We have four spreadsheets, and only one person knows which one is right.” Custom Platform
- “We find out how the month went when the accountant tells us.” Measurement Layer
- “Clients email to ask where their order or their date stands.” Client Portal
- “We know something’s off, and we can’t say where.” Discovery and Audit
Contact · Winter 2027 slate: open
Tell us what you’d like to fix.
You’ll start with a call with one of the partners about how the business runs today. From there we usually write up a plan and an estimate, so you can see the work and the cost before you commit.
We take on a handful of clients each season and will tell you within a week whether we have room.
Start a project