Washtenaw Nonprofits
Booth applications, review, assignment, invoicing and every reminder email used to be manual. We built a portal that runs the whole cycle end to end — saving roughly 300 hours of volunteer labor a year.
The customer
The volunteer team that places nonprofit booths at the Ann Arbor Art Fair each year.
The challenge
Every booth ran on a volunteer's inbox. Applications arrived by email and got tracked in spreadsheets, approvals happened in scattered threads, invoices were written by hand, and the public list of participating organizations was updated manually — every year, hundreds of hours of it, right when the team was busiest.
What we built
One portal covering the full booth lifecycle. Organizations apply online. Admins review and approve or deny from their own login — installable on a phone, so it works from anywhere during fair season. Approved booths get a size assignment, which triggers a custom invoice link automatically, and approved organizations publish themselves to a public-facing page. Every step sends its own email.
The result
The cycle that used to consume roughly 300 volunteer hours a year now runs itself. Applicants get immediate confirmation instead of silence, admins approve from their phones, and nobody rebuilds a spreadsheet.