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.
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.
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