How DJ Flex Automated His Business and Got Back to the Music

Meet DJ Flex, a talented Los Angeles DJ who’s everywhere—from Malibu weddings to late-night parties in DTLA.

His challenge? Managing constant requests, gear, bookings, and payments… without dropping the beat (or the ball). Like many creatives, he wanted to spend more time on his craft and less time chasing invoices or tracking equipment.

That’s where Byrdie AI stepped in.

The Challenge

DJ Flex’s problems will sound familiar to anyone in the event or creative world:

• Booking requests coming in through IG, email, and DMs
• Manually quoting and invoicing every client
• Struggling to track which gear was at which event
• Forgetting to follow up on late payments
• Occasional double-bookings or miscommunications

He needed a system to manage the business side of things—but didn’t have time to build it himself.

The Byrdie AI Solution

We helped DJ Flex design a fully integrated, no-code automation system that runs in the background while he focuses on spinning.

Key tools we used:

• Typeform → booking request form
• Make.com → workflow automation
• Airtable → CRM + gear tracking
• ChatGPT → auto-generated quotes & proposals
• Stripe → payments & invoicing
• Gmail + Slack → communication & real-time alerts

Step 1: Lead Capture & Booking

Instead of random DMs, every booking starts with a clean, branded request form. Clients fill out:

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

Each submission feeds into Airtable, gets tagged, and is scored for priority. Flex only gets pinged when it’s a good fit.

Step 2: Auto Quotes & Replies

Once a request comes in, ChatGPT generates a custom quote and a short response email.

• Proposal and gear summary
• Upsell options (extra hours, fog machine, etc.)
• Instant send via Gmail

Clients get concierge-level service in minutes instead of days.

Step 3: Gear Tracking + Calendar

Airtable handles the gear inventory + event schedule:

• Tracks what’s booked and what’s available
• Flags conflicts to prevent double bookings
• Suggests alternate packages if something’s out

No more scrambling to find out where the mics went.

Step 4: Payments & Reminders

Stripe + Gmail take care of the admin grind:

• Auto-sent branded invoices
• Real-time payment updates in Airtable
• Automated reminders for unpaid invoices
• Slack alert when deposits hit 🙌

Bonus: Monthly Reports

Each month, Flex gets:

• A report on events, revenue, and top clients
• A testimonial request link for happy clients
• Gear maintenance reminders

The Result

Byrdie AI saved DJ Flex 10+ hours a week on admin. He went from juggling DMs to running a fully automated booking engine that makes him look like a top-tier brand.

• More gigs
• Fewer mistakes
• Happier clients
• More time to enjoy the music

Key Tools We Used

• Typeform – Lead capture
• Make.com – Workflow automation
• Airtable – CRM + gear tracking
• ChatGPT – Quotes & proposal drafts
• Stripe – Payments + invoicing
• Gmail + Slack – Comms & alerts

Ready to Automate Your DJ or Event Business?

If you’re a DJ, audio tech, or event pro, you don’t need to keep drowning in DMs and spreadsheets. Byrdie AI can build you a system that keeps the bookings flowing and the business running.

👉 [Book a consultation today] and let’s make your business run on autopilot.