All client enquiries appear here automatically after form submission.
No enquiries yet. Share the client form link to get started.
0selected
🗓 Booking Dispatch
Confirmed bookings appear here automatically when you 🏆 Mark Won an enquiry.
💬 Communications
Every customer message the system detects — email (via Missive) and in-app — awaiting your response, plus handled history. This is the only place they appear now; the duplicate banner on the Coffee Cart tab was removed in v3.4.0. Open the thread to reply, or mark ✓ Replied / 🗄 Archive.
🔁 Active Subscriptions
Recurring coffee cart contracts. Each generates booking instances on the Schedule tab.
Client Details
📅 Single day
📆 Multi-day
No extra staff
🙋 Extra Staff +$90/hr
None
🥈 Silver 5%
🥇 Gold 8%
💎 Platinum 12%
Package
–
1 Barista
2 Baristas
Weekday
Saturday +10%
Sunday +15%
Public Holiday +20%
Add-ons
🧊 Iced +$20
🍵 Matcha +$20
🍯 Syrups +$15
🥛 Lactose Free +$15
🍡 Marshmallows +$5
🎓 Coffee Class +$300
💧 Still +$49
🫧 Sparkling +$59
🥤 Coke Classic +$69
🥤 Coke Zero +$69
🍎 Apple Juice +$69
🍊 Orange Juice +$69
🪧 Signage +$160
🔋 Diesel +$135
⚡ Electric +$180
📍 Regional travel
Food
🥂 Canapés ($645+$22pp)
🍱 Bento ($595+$29pp)
🍿 Popcorn $395
🌭 Sausage Sizzle ($495+$7.50pp)
Event Type (for payment terms)
Corporate
Conference
School/Community
Brand Launch
Factory/Facility
Notes for quote email
🗓️ Multi-day event
Each day has its own date · hours · coffees — price updates live on the right. + Day copies the previous day; ⎘ duplicates one. Tick setup for a no-service bump-in day. Use + Separate event/location only for a different venue (bundle discount applies). Add-ons / food / event-type above apply to the whole booking.
Live Preview
Total excl. GST$0
💼 Job Applications
Applications submitted via the careers form appear here automatically.
Click the tab to load applications.
💰
Pricing & Discounts
Cup tiers, food, add-ons, surcharges, discounts, rules
Edit any value below and click Save All Pricing. Changes apply to new quotes immediately. Existing quotes keep the prices they were created with.
🎁 Seasonal Treats
Turn each month's seasonal treat on or off. When a month is off, customers booking an event that month see no treat offer in the quote form.
🪟 Dashboard & Tabs
Drag/reorder dashboard tabs, hide ones you don't use, rename, or pick which tab opens by default. Per-row badges (deposit, returning customer, expiry, etc) can be toggled here too.
🚫 Decline & Cancel Reasons
Customer-facing decline reasons (shown when they click 🚫 Decline in the estimate email) and admin-side cancellation reasons (shown when you click 🚫 Cancel Booking on a Won/Accepted enquiry).
📧 Estimate Email Disclaimer
The "⚠ This is an indicative estimate" block that appears below the Estimated Total in every auto-fired customer email. Edit to suit your liability comfort level.
🛡️ Customer-Facing Settings
Settings shown to customers on the public cart at la-veen-coffee-cart-quote.netlify.app: intro headline, trust badges, events-served counter, client logo strip.
🌎 Holidays & Postcode Zones
Annual WA public holidays drive the auto-detected holiday surcharge. CBD/Outer postcode zones drive the travel-fee notice on the customer cart.
🏅 VIP Customers
Returning customers automatically matched at cart submit time. Tier ladder: Silver 1-3 events (5%), Gold 4-10 (8%), Platinum 11+ (12%). Cart matches by exact email → email domain (skipping gmail/yahoo) → company name. Bulk-import was done from Xero invoiced quotes; use this panel to add new VIPs, promote tiers as event counts grow, or remove stale records.
Make.com Webhook
Paste your Make.com webhook URL here. When a client submits the form, data is sent automatically to Make.com which triggers the estimate email, HubSpot, Mailchimp and Google Sheets.
✅ Settings saved.
Xero Integration
Connect once — when a customer clicks "Request Formal Quote" in their email, a draft quote appears in Xero automatically. You can also create drafts manually with the Xero Draft button on any enquiry card.
Setup checklist (one-time, admin only):
In your Xero Developer App, set the Redirect URI to: https://australia-southeast1-la-veen-operating-system.cloudfunctions.net/xeroOAuthCallback
Copy your Xero Client ID + Client Secret and save as Firebase secrets: firebase functions:secrets:set XERO_CLIENT_ID firebase functions:secrets:set XERO_CLIENT_SECRET
Deploy: firebase deploy --only functions
Click Connect Xero below.
🔌 Webhook secret monitor
🔄 Xero orphan-quote reconcile
Pulls recent Xero quotes and auto-links any that exist in Xero but aren't tracked in the cart (matched by Xero quote ID, or email + ex-GST total). Run a dry-run first to preview.
🔒 Authentication
Session trace on this device (last 40 events). Open this the next time the app "logs you out" — it says whether the session was never restored, restored late, lost its storage, or was signed out.
All admin sign-ins go through Firebase Auth. To add a staff member, change a password, or reset a forgotten password, go to Firebase Console → Authentication → Users.
Quote Email
Review and copy — paste into Gmail or Outlook to send.
➕ Add Xero booking to the board
From · pulled from Xero — eyeball it, then save. Lands on the dispatch board stamped off-app.
Xero summary:
Xero line items:
Draft in Xero
Creates a draft quote in your Xero account automatically.
Cloud Function refreshes Xero token + posts quote.
3
v1.13.1: Cloud Function ensures Xero contact email is saved (fixes Xero's "ignore-email-on-existing-contact" quirk so you can hit Send in Xero without re-typing).
4
Saved as DRAFT — review and send in Xero.
⏳ Creating draft in Xero...
✅ Draft created in Xero! Open Xero → Sales → Quotes to review and send.
