Tilley & Wills

Over the past eight years, Tilley & Wills has grown from a single landmark venue into a dynamic hospitality group with a portfolio that stretches across New South Wales and Queensland. What began with the Greenwood Hotel and Veranda Precinct has expanded to include Cabana Bar, Four Hundred, Annuka Beach Resort in Coffs Harbour, Oxford Art Factory, and Shaftston Hotel in Newcastle.

Each venue has its own unique character, yet all share the same focus on creating exceptional guest experiences.

Problem

Before iVvy, event and catering management across the group was handled through a patchwork of manual processes.

• Run sheets were created in Word documents and had to be manually updated every time a client changed details.
• Bookings were tracked in spreadsheets, creating risks of double handling or errors.
• Invoices were generated manually, leaving room for costly mistakes.

The lack of a centralised system meant event information was scattered across documents, emails, and spreadsheets. Staff were constantly chasing updates, reconciling errors, and racing to stay on top of peak-season workloads.

“Everything was manual; Word documents, manual run sheets. It was an absolute nightmare to have to update those when a client would change numbers. And as you can imagine there were always a few financial hiccups manually generating invoices as well.”, Saskia Eichler, Group Sales & Event Manager explained.

Without visibility into live availability, the team occasionally faced near-misses with double bookings. Catering, which had expanded rapidly through Veranda and Short Straw Café, created another layer of operational complexity.

The result? High stress and inefficiencies that slowed down the team’s ability to respond to enquiries and lock in new business.

iVvy Solution

With iVvy, Tilley & Wills have digitised their entire event management process, giving their team the speed, visibility and productivity to do more with less.

The team no longer needs to manually update run sheets or chase updates across spreadsheets. Every change is updated and shared instantly, keeping everyone on the same page from sales to operations.

Live availability and instant booking have replaced manual data entry, while a central function diary now displays all available and booked spaces across every Tilley & Wills property. With one view of their operations, the team can see what’s available, what’s confirmed and what needs attention immediately.

Invoices are generated automatically, reducing human error and ensuring clients receive accurate billing right away.

iVvy’s integration with SevenRooms takes visibility even further by automatically blocking out spaces for private events the moment they’re booked. This prevents double bookings and gives staff confidence that every detail is covered.

Events with short lead times that once took hours to coordinate can now be organised in just 15 minutes. By consolidating multiple workflows into one system, Tilley & Wills can manage more events without increasing headcount, freeing the team from hours of administrative work.

Results

• 20+ hours saved a week
  The team saves 20+ hours every week by using virtual run sheets and automated invoicing to reduce manual administration.
• More events booked, faster
  Short-lead events can now be confirmed in just 15 minutes, thanks to live availability and ready-to-use proposal templates. This allows the team to accept more last-minute bookings, while saving hours on proposal creation.
• Greater financial accuracy
  With invoices tracked in iVvy, the finance team can find and reconcile payments fast, reducing errors and keeping cash flow steady.
• Operational efficiency
  Managing multiple venues from one platform means updates only need to be made once, avoiding duplication and freeing the team to focus on higher-value tasks.
• Scalable catering management
  Catering operations are now managed alongside bookings and finance, allowing the business to expand without increasing overhead.
• Improved client visibility
  Staff can see when clients have viewed contracts and run sheets, helping them follow up at the right time and stay proactive in communication.