Viable Smart Events, LLC · Est. 2018

Real-time inventory control for large-scale events

Viable Sync closes the full inventory loop — from warehouse receiving to point-of-sale. Replace paper forms, radio calls, and manual spreadsheets with one centralized, real-time system that knows what was received, what was ordered, and what was sold.

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~$1.5M
Inventory flow in one deployment
1,000+
Orders processed per event
62
Locations managed simultaneously
$20M+
Revenue operations managed

The Platform

Viable Sync — built in the field, proven at scale

Most inventory chaos at events isn't a people problem. It's a systems problem. Viable Sync was built by operators who lived that chaos firsthand — and decided to fix it.

The result is a platform that closes the full loop — from the moment inventory arrives at the warehouse to the moment a unit is sold at any outlet. Cases in, units tracked, sales captured, replenishment triggered. One system. Zero guesswork.

Open the platform → Download deck (EN)
01 — INVENTORY
Centralized warehouse control
Load your full catalog via invoice. Set minimum stock levels and pricing per item. Every outlet sees the same data.
02 — ORDERING
Mobile ordering for all outlets
Any smartphone. No hardware. No calls. Orders submit instantly and hit the warehouse dashboard in real time.
03 — FULFILLMENT
Tracked from warehouse to outlet
Every order is logged through received, in transit, and delivered. Returns recorded against the originating order.
04 — VISIBILITY
Live unit & case inventory per outlet
Products received in cases, tracked in units. Every outlet has its own live inventory — so the warehouse always knows what's moving, where, and when.
05 — REPORTING
Full order history & analytics
Complete order logs, consumption data by location, and financial summaries — ready for reconciliation the moment the event closes.
06 — POS INTEGRATION
Close the loop with your POS
Connect your existing POS system via API. Sales data flows back into Viable Sync in real time — outlet inventory updates automatically, and reorder alerts trigger before you run out.

Proven deployment: Viable Sync managed over 1,000 orders, 25,000+ cases, 500,000+ units, and ~$1.5M in inventory flow across 62 simultaneous locations at a major ATP Masters 1000 tournament. Each paper form it replaced could represent thousands of dollars in untracked inventory. Works on any device — no hardware required.

The full cycle — warehouse to sale
📦
Invoice In
Cases received & loaded
›
🏪
Outlet Orders
Mobile order from any device
›
🚚
Fulfillment
Cases dispatched in units
›
🔗
POS Connects
Sales data flows back in real time
›
🔄
Auto Reorder
Inventory triggers next order
Platform overview
Viable Sync Deck — English
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Platform overview
Viable Sync Deck — Español
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Built around the platform

The platform does the work. We make it run.

Viable Sync is the core. Around it, we offer the financial and operational services that turn raw data into decisions — and decisions into better events. Whether you need implementation support, back-office execution, or strategic advisory, we deploy the right layer for where your operation is today.

Managed Services

Back office support

We handle the post-event financial and data work your team doesn't have time for — reconciliation, invoices, budgets, vendor management — so your operators focus on the next event.

  • Post-event reconciliation
  • Invoice processing and coding
  • Budget tracking and variance reports
  • Inventory data management
  • Staffing cost tracking
  • Vendor and PO management
Advisory

Strategic consulting

Financial and operational strategy for organizations that produce at scale. We help you understand why your operation performs the way it does — and the specific changes that move the needle.

  • Post-event financial analysis
  • Pre-event financial blueprint
  • Season retainer advisory
  • Operational systems design
  • Onsite operational direction

Services in detail

Who this is for: Operations & finance teams Founders & executive directors
Viable Sync implementation
Operations & finance teams
Full platform onboarding, remote team training, and first-event support. Replace paper forms and radio calls with centralized, real-time inventory control. Easy onboarding, works on any device.
Post-event reconciliation
Operations & finance teams
Your POS exports, invoices, and inventory records turned into a clean financial summary within 5–7 business days. Accurate, organized, ready for your accounting team. No more reconciling spreadsheets at midnight.
Invoice processing
Operations & finance teams
Vendor invoices matched to purchase orders, coded to the right cost centers, and entered into your accounting system. Reliable, accurate back office execution without adding headcount.
Ongoing managed operations
Operations & finance teams
Monthly retainer covering budget tracking, inventory reporting, staffing cost analysis, and vendor management through your event season. Your team focuses on execution — we handle the back office.
Event autopsy
Founders & executive directors
A strategic deep-dive into your event's financial and operational performance. We identify where margin was lost, why it happened, and the specific decisions that need to change. Delivered as a clear findings report — not a spreadsheet.
Pre-event blueprint
Founders & executive directors
Budget modeling, purchasing frameworks, inventory planning, and staffing cost structure before your event. The financial architecture that turns creative ambition into an executable plan.
Season retainer
Founders & executive directors
Your fractional CFO and operations advisor through the entire season. Monthly strategic reviews, on-demand availability for critical decisions, and an end-of-season analysis that sets up the next year.
Onsite direction
Founders & executive directors
World-class operational expertise physically present at your event. For Latin American organizations ready to execute at international standard — with a post-event operational report included.

Who we are

Founder

Nicolás Calle

Founder of Viable Smart Events with over a decade of experience leading large-scale event operations and financial management across the United States and Latin America.

Viable Sync was built out of direct operational experience — not from the outside looking in. Every feature exists because the alternative was a paper form or a radio call that cost time, money, or both.

This work isn't about spreadsheets. It's about giving the people who produce extraordinary experiences the operational and financial clarity to execute their vision — without the chaos undermining it.

BNP Paribas Open
Accounting Director · Indian Wells, CA
Led financial and operational oversight of units generating over $20M in revenue. Deployed Viable Sync across 62 locations managing ~$1.5M in inventory flow.
Tennis · Sports
SummerStage · Central Park
Venue Operations Manager · New York, NY
Supervised multidisciplinary operations for large-scale cultural events with teams of 30+ staff per show. Coordinated catering, vendors, signage, and operational execution.
Culture · Music
Great Performances
Financial Controller & Operations Manager
10+ years of financial and operational leadership across large-scale events in the United States.
Hospitality · Events
Fordham University
M.S. Business Analytics · Gabelli School of Business
Analytical foundation that underpins the data-driven approach to event operations and financial modeling.

Ready to run a tighter operation?

Start with the platform, add the services you need, or just have a conversation. 30 minutes is enough to know if there's a fit.

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