Prepare a function sheet (BEO) with AI

The function sheet (BEO, for Banquet Event Order) is the operational document for the big day: who does what, at what time, with which equipment. Preparing it by hand is tedious. Joinways AI pre-fills it from a signed quote or a document you import, saving you a lot of time.

The point of a good BEO is that every team reads from the same score: kitchen, floor, technical, external vendors. By starting from an already-validated source (the signed quote), the AI spares you copying services one by one and lets you focus on orchestration: precise times and owners.

Prerequisites

• An event to attach the BEO to.
• A source to import: one of the event's proposals (ideally the signed one), a PDF file describing the service, or a text schedule.
• A quote as complete as possible if you use it as the source: its line items become the BEO lines.
• Access rights to the event and its BEO on the account.

What you'll learn

• Import a source (signed quote, PDF) to generate the BEO
• Review the pre-filled schedule and line items
• Complete the times and owners before the big day
• Share the BEO as a PDF or via a public link

The sources the AI can read

The BEO is always built from a source you designate. The quality of the pre-fill depends directly on how clear that source is: here is what the AI can work with.

• One of the event's proposals: each one is listed with its line count and amount, the signed, invoiced or paid proposal first, then the accepted one, then the others. Declined or canceled proposals, and proposals replaced by an amendment, are not listed. The signed proposal remains the safest source.
• A PDF file to upload: a schedule, a service description or operational notes.
• A text schedule: « Paste a schedule » turns copied text (email, Word document, list) into timed lines, with the AI detecting times and categories.
• A text-based, legible document: a clear PDF reads better than a low-quality scanned image.

Generate the BEO with AI

Generation happens from the event, in a few clicks. Here is the step-by-step flow and what happens each time.

1. Open the event, then the BEO tab. This is where the function sheet for the event lives.
2. Click « Enrich » in the action bar. The « Enrich the BEO » window lists the available sources. On an empty BEO, the « Generate with AI » button starts straight from the event's signed, accepted, invoiced or paid proposal. Without one, pick the source yourself.
3. Choose the source: one of the event's proposals (« From proposal »), a document found in its emails and files (« Detected documents (emails and files) ») or, under « Other source », « Upload a PDF ».

1. AI pre-fills the schedule, line items and operational notes from the source.
2. If the BEO already has a schedule, notes or staff, choose « Merge (add new items) » or « Replace all ». On a frozen BEO, the window reminds you that saving the import creates a new version and notifies your team.
3. Review, complete the times and owners, then save the sheet.

What AI fills in

The pre-fill covers the three main blocks of a function sheet. Each stays editable after generation.

• The timeline (arrival, service, end): a typical schedule to adapt to your venue.
• Line items and services (catering, equipment, spaces): taken from the source.
• Operational notes for the teams: practical instructions for the big day.

What the import keeps from the proposal

The import follows what the client actually bought:

• Options: on a signed, invoiced or paid proposal, or once the client has made a choice, declined options are left out. On a proposal that is only accepted, they stay, marked to be confirmed.
• Staff: each staffing line sold creates a « Pending » need in « Staff », up to 100 staff lines. Billed hours are not counted as people.
• Prices: they are removed from the sheet, which stays an operational document.
• Merge: per-day notes are only filled when they are empty.
• Platform proposals: once the lines of its PDF have been read, the AI works from those lines rather than from the overall amount.

To carry a proposal over without AI, line by line, use the « Proposal » view of the sidebar on the BEO tab, described in the Function sheet (BEO) article.

What you should verify and complete

The pre-filled BEO is a starting point. Some information isn't in the source and depends on your organization: it's up to you to complete it before sharing the sheet.

• The times: adapt the typical timeline to your venue's real constraints.
• The owners: assign a point person to each key line item.
• The line items: add, remove or refine a service missing from the source.
• The notes: enrich the instructions specific to your team and venue.

How it works

When you launch the import, the AI reads the designated source, extracts the services and context, then structures everything into a function sheet: a timeline, line items and notes. The sheet appears in the BEO tab, ready to review and complete.

The BEO is never shared automatically: it stays in the event until you export or share it. So you keep control over what's passed on to teams and vendors.

Share the BEO

Once the BEO is final, click « Generate PDF » for your teams, or « Copy public link » for an external vendor, with no Joinways account needed.

• PDF export: a printable document to hand to internal teams.
• Public link: online access for an external vendor, with no Joinways account.
• Freeze BEO: locks a numbered version before you share it. If you edit it afterwards, a « Modified since freeze » notice warns that teams may hold an outdated version.

Edge cases

• Image-based scan: a low-quality PDF is harder to read; prefer a text-based file.
• Quote changed after generation: update the BEO if the quote changes before the event.
• No signed quote: start from an accepted or in-progress proposal, import a PDF describing the service, or fill the BEO manually.
• External vendor: share the public link rather than account access, which would expose other data.

Tip: import the signed quote rather than an external PDF when possible: the line items already match your catalog.

Best practices

• Always review the times: AI suggests a typical timeline to adapt to your venue.
• Assign an owner to each key line item for the big day.
• Update the BEO if the quote changes before the event.
• Favor the signed quote as the source: its line items are already aligned with your catalog.
• Review the whole sheet before exporting it or generating the public link.

Troubleshooting

Problem: the import returns nothing usable.

Cause: the source is a low-quality scanned image, hard to read. Solution: prefer a signed quote or a clear, text-based PDF, then run the import again.

Problem: the proposed times don't fit my venue.

Cause: the AI proposes a generic, typical timeline. Solution: adjust each time directly in the sheet to reflect your real constraints, then save.

Problem: the BEO no longer reflects the quote.

Cause: the quote was changed after the BEO was generated. Solution: update the BEO, either by running the import again or by correcting the line items by hand before the event.

Real-world example

Thomas coordinates a reception château. A week before a wedding, he imports the signed quote into the BEO. AI generates the timeline: cocktails at 6pm, dinner at 8pm, catering and sound line items. Thomas tweaks two times, assigns the maître d', then sends the PDF to the whole team.

Another example

Sophie runs a space for corporate seminars. The client sent their own day schedule as a PDF. She imports it into the BEO: the AI extracts the slots (plenary, workshops, breaks, lunch) and the equipment line items. Sophie completes the owners on the technical side, then generates a public link for the partner caterer, with no Joinways account.

FAQ

Can I create a BEO without AI?

Yes, you can fill the BEO by hand, line by line, or start from one of the « Quick templates » (Arrivals & Departure, Morning session, Simple day, Full day, Evening event). AI is a help, not a requirement.

Does the public link expose sensitive data?

The link only shows the operational BEO content, not your financial data or CRM.

Which source gives the best result?

The event's signed quote: its line items already match your catalog, which limits corrections.

Does the AI invent times?

It proposes a typical timeline from the source; these times are suggestions to verify and adapt to your venue.

Can I edit the BEO after generation?

Yes, everything stays editable: times, line items, owners and notes can be changed just like a BEO filled by hand.

Is the BEO sent automatically to teams?

No. It stays in the event until you export it as a PDF or generate a public link.

What if I don't have a signed quote?

Start from an accepted or in-progress proposal, import a PDF describing the service, paste a schedule, or fill the sheet manually, line item by line item.

See also

• Function sheet (BEO)
• Public access to an event