Meet DJ Flex, a talented DJ and audio gear owner from Los Angeles who’s booked everywhere—from weddings in Malibu to late-night events in DTLA.

His biggest challenge? Managing requests, gear, bookings, and payments—without dropping the beat (or the ball). That’s where Byrdie AI came in.

Let’s break down how we helped DJ Flex automate his entire business using no-code AI tools—so he could focus on spinning, not spreadsheets.

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💼 Challenge

Like most creatives, DJ Flex was juggling:

• Booking requests through IG, email, and DMs
• Manually quoting and invoicing every event
• Tracking what gear was out at which gig
• Forgetting to follow up on late payments or proposals
• Double-booking or miscommunicating availability

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He needed a smarter system—but didn’t have time to build one himself.

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🤖 The Byrdie AI Solution: End-to-End Automation

We built DJ Flex a fully integrated automation system using tools like:

• Typeform + Make.com for lead capture
• Airtable for client CRM, event scheduling, and gear tracking
• ChatGPT to respond to quote requests and draft proposals
• Stripe + Gmail for automated invoicing and payment confirmations

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🔊 Step 1: Lead Capture & Booking Request Form

We replaced random DMs with a clean booking request form that feeds directly into Airtable. It collects:

• Event type & date
• Budget range
• Gear needed (lighting, speakers, mics, etc.)
• Location and setup time

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Every entry is auto-tagged and scored for priority, and Flex gets notified only when it’s a match.

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✍️ Step 2: Auto-Generated Quotes & Responses

Once a request comes in, ChatGPT reviews the form details and generates:

• A customized quote
• A short response email
• Gear requirements summary
• Option to upsell extras (like fog machines or extra hours)

The email gets sent instantly through Gmail, and the client feels like they’re getting concierge service—without the wait.

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🎚️ Step 3: Gear Inventory + Event Calendar

Every event is logged in Airtable, which tracks:

• What gear is assigned to which event
• Time slots to avoid double bookings
• Remaining available inventory for backup crews or last-minute add-ons

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If something’s unavailable, the automation suggests an alternate package or partner.

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💳 Step 4: Payment, Invoicing & Reminders

When a client accepts the quote, Stripe sends out a branded invoice.

• Payment status updates in real time in Airtable
• Auto-reminders are sent for unpaid invoices
• Clients receive an event confirmation once payment clears
• DJ Flex gets a Slack alert when deposits hit 🙌

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📊 Bonus: Monthly Reports + Feedback Flow

Each month, Byrdie AI auto-generates:

• A report on booked events, income, and top clients
• A link to request testimonials from happy clients
• A gear maintenance reminder to keep the setup fresh

🎉 The Result?

DJ Flex saved 10+ hours a week in admin work.
He went from “yo, you still free?” to a fully automated booking engine that makes him look and feel like a pro brand.

More gigs. Fewer mistakes. Happier clients. And time to actually enjoy the music.

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🧠 Key Tools We Used:

• Typeform – lead capture
• Make.com – workflow automation
• Airtable – CRM + gear tracking
• ChatGPT – email replies & proposal drafts
• Stripe – payments + invoicing
• Gmail + Slack – comms + alerts

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Ready to Automate Your DJ or Event Business?

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If you’re a DJ, audio tech, or event pro looking to scale without chaos, Byrdie AI has your back.

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📩 [Click here to request a walkthrough or setup guide.]

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