How a corporate & private events team runs on Soundcheck
Work the pipeline from inquiry to close. A lead captures the opportunity and moves through pipeline stages; converting it creates the gig and the customer in one step; a contract locks the agreement; the client portal keeps the client informed without email ping-pong; and closeout settles the money once the show is paid out. For teams that live in HubSpot, an optional sync keeps the deal, quote, and gig in lockstep.1
Capture and qualify the lead
A lead is a potential booking — contact, event type, potential date, venue, budget, source, and notes. Move it through statuses (New → Contacted → Qualified → Negotiating) so your pipeline stays honest, and log a note after every conversation. Convert only once the details are strong enough to become a real gig.
2
Convert the lead into a gig and customer
When it’s real, use Convert to Gig. Lead conversion creates the gig from the lead details, creates or reuses a customer record with a primary contact, links that customer to the gig, and marks the lead Completed — so your CRM pipeline and booked-work history stay connected in one flow. From there, staff crew, build the schedule, and add payment details on the gig itself.
3
Send the contract for signature
Send the performance agreement for e-signature straight from the gig. Contracts move Draft → Sent → Signed, each signer is tracked individually, and the executed document is stored on the gig next to the roster and the money it covers. A decline routes the signer back to your portal so you can adjust terms and resend without the negotiation scattering across inboxes.
4
Brand the signing experience (enterprise)
On enterprise plans, contracts can be signed under your brand — your logo and colors on the signing experience clients see. White-label branding is provisioned per organization by the Soundcheck team; once it’s set up, every contract that organization sends carries your brand automatically.
5
Bring the client into the portal
Once the booking is real, invite the client’s primary contact into the client portal — a dedicated workspace where they see their events, contracts, invoices, questionnaires, and a message thread with your team. The “can you resend that?” emails stop, because everything they’d ask for is already in front of them. See inviting clients and contracts, invoices & forms in the portal.
6
Deliver, close out, and settle
After the event, mark the gig Completed, work the close-out checklist — contract, deposit, invoice, payment, feedback — and mark it Settled once every crew payable has cleared. Closeout is also where you capture ratings and reviews for the event, venue, and crew — turning a finished show into a verified record of who did what and whether they were paid.
If your sales team already works deals in HubSpot, the HubSpot ↔ Flex pipeline keeps three systems in lockstep: as a deal advances in HubSpot, a matching Flex quote and the Soundcheck gig move with it, and after the show Soundcheck drives the back half — Active → Completed → Settled — and propagates the close back to your CRM. The sync runs through n8n, which owns every external API call, so Soundcheck stays the system of record for the gig itself.
Inbound inquiries land in the lead pipeline ready to convert
Set this up
Lead tracking
Work inquiries through your pipeline.
Converting leads
Turn a qualified lead into a gig and customer.
Contracts & e-signatures
Send agreements and track them to signed.
Client portal
Give clients their own view of the booking.
Post-event closeout
Complete, settle, and capture reviews.