Phoenix - Your AI AssistantExcel Booking System & Linked Sales/Purchases Log
- Posted:
- Proposals: 50
- Remote
- #4439754
- OPPORTUNITY
- Awarded
Luzon 
Description
Experience Level: Expert
About us
We’re a small Belfast-based golf tour operator. We’re looking for an Excel specialist to finish and refine our booking workflow so it’s robust, attractive, and easy for our team to use.
What we need
A complete, user-friendly Excel solution comprising:
Customer Booking Form (Excel)
Branded layout, clean typography, and clear green accents suitable for a golf brand.
Save / Submit button that:
Appends each booking to a Master Sales table.
Resets the form to a fresh, blank state for the next entry.
Validated fields with dropdowns for courses, hotels, transfers, suppliers, clusters, etc. (we have the lists and must be able to add to them over time).
Sensible defaults, clear messages, and protection so only intended input cells can be edited.
Linked Sales & Purchases Logs (already started)
Finalise and harden formulas/queries to keep:
Master Sales (Booking Ref, Lead Name, PAX, Tour, Date Travelling, Invoice Amount, Deposit Paid, Payment Method, Total Paid, Outstanding Balance, Date Balance Due/Paid, Total Costs, Costs Paid, Outstanding Costs, Profit, Notes)
Master Purchases (Booking Ref, Vendor, Category, Tour, Service Required, Cost, VAT Rate, VAT Amount, Gross, Date Confirmed/Playing, Deposit/Balance, Payment Method, Date Costs Due/Paid, Lead Name, Date of Travel, PAX)
auto-updating without copy/paste (Power Query or VBA where appropriate).
Summary / Performance Dashboard (KPI-driven)
A polished summary sheet with slicers/filters (Date, Tour, Category, Supplier, Status) and visuals for the KPIs our files already track:
Sales & Profitability
Total Bookings
Total PAX
Revenue (sum of Invoice Amount)
Deposits Received
Total Paid
Outstanding Balance
Total Costs
Costs Paid
Outstanding Costs
Gross Profit (£)
Profit Margin %
Revenue / PAX, Cost / PAX, Profit / PAX
Operations & Pipeline
Upcoming Departures (next 7 / 30 / 60 days)
Balances Due Soon (by due date bucket)
Payment Status (Paid / Deposit Only / Balance Outstanding)
Suppliers & Products
Spend by Category (Course, Hotel, Transfers, Extras, Other)
Top Suppliers by Spend
Top Tours / Packages by Revenue & Margin
Compliance / Tax (as applicable)
TOMS VAT: show default rate and fraction from Settings, and basic VAT aggregates from Purchases (VAT Rate/Amount/Gross).
Automation & Structure
A tidy folder that “just works” (e.g., \Booking Form, \Data (Master Sales/Purchases), \Reports).
Buttons/macros for Save Booking, Refresh Data, Add List Item, Open Dashboard.
Power Query and/or VBA so links refresh reliably with one click.
Protection & Reliability
Lock formulas and structure; keep inputs open.
Clear error handling (missing mandatory fields, invalid dates/amounts).
Unique Booking Ref logic to prevent duplicates.
Current status
We have functioning workbooks and dropdown lists (e.g., Courses/Hotels/Transfers and clusters), a Booking Financials form with fields such as PAX, Total Invoice Amount, Deposit, Balance, Income/Outgoings per Person, and Profit per Person, plus Master Sales and Master Purchases tables with the columns listed above. We need a pro to finish the linking, fix/confirm formulas, set up the save/reset routine, and polish the design and protection.
Deliverables
Final Excel set: Booking Form, Master Sales, Master Purchases, Summary Dashboard.
Working Save/Submit flow (logs booking → refreshes logs/dashboard → resets form).
Auto-updating queries (no manual copy/paste).
Protected formulas; guided inputs; easy list maintenance for dropdowns.
Branded, clean visuals using 18Ireland styling (greens, subtle greys, readable fonts).
A short illustrated How-To (1–3 pages).
Optional: quick handover call/screen share.
Must-have skills
Advanced Excel (structured tables, data validation, named ranges).
Strong formulas (SUMIFS, INDEX/XMATCH, LET/LAMBDA where helpful).
VBA for user-friendly buttons and controlled save/reset routines (or low-code alternatives).
Power Query (Get & Transform) for reliable updates across linked files.
Protection best practices.
Nice to have
Power Pivot / basic data modelling for scalable summaries.
UX polish for clear, attractive dashboards.
Travel/booking workflow experience.
Success criteria
Staff can add a booking, click Save, and:
Entry is stored in Master Sales (unique Booking Ref).
Master Purchases and the dashboard update on refresh.
The form resets cleanly for the next customer.
Users can add new dropdown items without breaking validation.
Key sheets are protected; inputs are obvious and easy.
Files sit in a logical, documented folder and are robust for regular updates.
Budget & timing
Please propose a fixed price or a clear estimate with milestones. We’re ready to proceed.
To apply, please include:
Your approach (VBA vs Power Query mix, logging method, protection strategy).
2–3 examples of similar Excel/VBA/Power Query projects.
A brief timeline and cost.
Any suggestions to improve robustness or usability.
We’re a small Belfast-based golf tour operator. We’re looking for an Excel specialist to finish and refine our booking workflow so it’s robust, attractive, and easy for our team to use.
What we need
A complete, user-friendly Excel solution comprising:
Customer Booking Form (Excel)
Branded layout, clean typography, and clear green accents suitable for a golf brand.
Save / Submit button that:
Appends each booking to a Master Sales table.
Resets the form to a fresh, blank state for the next entry.
Validated fields with dropdowns for courses, hotels, transfers, suppliers, clusters, etc. (we have the lists and must be able to add to them over time).
Sensible defaults, clear messages, and protection so only intended input cells can be edited.
Linked Sales & Purchases Logs (already started)
Finalise and harden formulas/queries to keep:
Master Sales (Booking Ref, Lead Name, PAX, Tour, Date Travelling, Invoice Amount, Deposit Paid, Payment Method, Total Paid, Outstanding Balance, Date Balance Due/Paid, Total Costs, Costs Paid, Outstanding Costs, Profit, Notes)
Master Purchases (Booking Ref, Vendor, Category, Tour, Service Required, Cost, VAT Rate, VAT Amount, Gross, Date Confirmed/Playing, Deposit/Balance, Payment Method, Date Costs Due/Paid, Lead Name, Date of Travel, PAX)
auto-updating without copy/paste (Power Query or VBA where appropriate).
Summary / Performance Dashboard (KPI-driven)
A polished summary sheet with slicers/filters (Date, Tour, Category, Supplier, Status) and visuals for the KPIs our files already track:
Sales & Profitability
Total Bookings
Total PAX
Revenue (sum of Invoice Amount)
Deposits Received
Total Paid
Outstanding Balance
Total Costs
Costs Paid
Outstanding Costs
Gross Profit (£)
Profit Margin %
Revenue / PAX, Cost / PAX, Profit / PAX
Operations & Pipeline
Upcoming Departures (next 7 / 30 / 60 days)
Balances Due Soon (by due date bucket)
Payment Status (Paid / Deposit Only / Balance Outstanding)
Suppliers & Products
Spend by Category (Course, Hotel, Transfers, Extras, Other)
Top Suppliers by Spend
Top Tours / Packages by Revenue & Margin
Compliance / Tax (as applicable)
TOMS VAT: show default rate and fraction from Settings, and basic VAT aggregates from Purchases (VAT Rate/Amount/Gross).
Automation & Structure
A tidy folder that “just works” (e.g., \Booking Form, \Data (Master Sales/Purchases), \Reports).
Buttons/macros for Save Booking, Refresh Data, Add List Item, Open Dashboard.
Power Query and/or VBA so links refresh reliably with one click.
Protection & Reliability
Lock formulas and structure; keep inputs open.
Clear error handling (missing mandatory fields, invalid dates/amounts).
Unique Booking Ref logic to prevent duplicates.
Current status
We have functioning workbooks and dropdown lists (e.g., Courses/Hotels/Transfers and clusters), a Booking Financials form with fields such as PAX, Total Invoice Amount, Deposit, Balance, Income/Outgoings per Person, and Profit per Person, plus Master Sales and Master Purchases tables with the columns listed above. We need a pro to finish the linking, fix/confirm formulas, set up the save/reset routine, and polish the design and protection.
Deliverables
Final Excel set: Booking Form, Master Sales, Master Purchases, Summary Dashboard.
Working Save/Submit flow (logs booking → refreshes logs/dashboard → resets form).
Auto-updating queries (no manual copy/paste).
Protected formulas; guided inputs; easy list maintenance for dropdowns.
Branded, clean visuals using 18Ireland styling (greens, subtle greys, readable fonts).
A short illustrated How-To (1–3 pages).
Optional: quick handover call/screen share.
Must-have skills
Advanced Excel (structured tables, data validation, named ranges).
Strong formulas (SUMIFS, INDEX/XMATCH, LET/LAMBDA where helpful).
VBA for user-friendly buttons and controlled save/reset routines (or low-code alternatives).
Power Query (Get & Transform) for reliable updates across linked files.
Protection best practices.
Nice to have
Power Pivot / basic data modelling for scalable summaries.
UX polish for clear, attractive dashboards.
Travel/booking workflow experience.
Success criteria
Staff can add a booking, click Save, and:
Entry is stored in Master Sales (unique Booking Ref).
Master Purchases and the dashboard update on refresh.
The form resets cleanly for the next customer.
Users can add new dropdown items without breaking validation.
Key sheets are protected; inputs are obvious and easy.
Files sit in a logical, documented folder and are robust for regular updates.
Budget & timing
Please propose a fixed price or a clear estimate with milestones. We’re ready to proceed.
To apply, please include:
Your approach (VBA vs Power Query mix, logging method, protection strategy).
2–3 examples of similar Excel/VBA/Power Query projects.
A brief timeline and cost.
Any suggestions to improve robustness or usability.
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Log inClarification Board Ask a Question
-
Hi Gary
I just have a few quick questions:
Do you want dropdown lists and settings to be editable by staff, or locked for admin only?
And would you like me to include a short illustrated guide when it’s done?
Thanks. -
Hi Gary,
Is to sit on one Machine or does it require multiple concurrent access?
Kind regards,
Carl. -
Would you like the Booking Form, Master Sales, and Master Purchases to function within a single workbook using VBA-based automation, or would you prefer them as separate linked files connected via Power Query for easier sharing and scalability?