From Chaos to Clarity: How Vantage Point Events Mastered Finances from Toronto to Tokyo
How one entrepreneur keeps her business flexible with Numinor and QuickBooks.
Elena knows that in the world of event management, flexibility is everything. Whether she is coordinating a national conference in Vancouver or a leadership retreat in Croatia, her clients expect agility and creativity.
But behind the scenes of every seamless event lies a mountain of logistics: vendors to manage, multiple currencies to navigate, and complex budgets to balance. For Elena, founder of Vantage Point Events, the creative side of the business was a dream—but the financial back-end was becoming a superhuman task.
Here is a candid look at how this Canadian entrepreneur moved from financial uncertainty to total peace of mind by partnering with Numinor.
The Challenge: Agility vs. Administration
Elena launched her firm in 2017 with a specific vision: to be nimble, autonomous, and client-focused. She operates as a solo practitioner supported by a network of "perma-lancers"—expert freelancers who join forces for specific projects across Canada.
While this lean structure allowed her to provide customized solutions for her clients, it created a heavy administrative burden.
"I’m responsible for deciding how the budget flows... I have to be able to answer things like ‘how profitable are we on each individual program?’ and ‘what’s the independent profit and loss for each client?’"
Being a self-described "Type A" personality, Elena needed control and visibility, but her previous system—a mix of hiring a basic bookkeeper, a CPA, and "praying a lot that it was all going to work out"—wasn't cutting it. She relied heavily on her husband to handle year-end taxes and CRA filings, a stress factor she was desperate to eliminate as her business grew.
The Solution: A Strategic Financial Partner
Elena didn’t just need someone to file taxes; she needed a system. She turned to Numinor to take over the financial heavy lifting.
The first step was the "Catch-Up." Numinor didn't just start from day one; they went back month-by-month to reconcile past transactions, giving Elena a clean slate.
"That was something that was really helpful... Numinor was able to do catch-up and give me an accurate snapshot. I didn’t quite trust my numbers before that. That’s where Numinor really helped me—I could put a lot more faith into what was going on."
The Results: Why Elena Loves Numinor
Since partnering with Numinor and optimizing her workflow with QuickBooks, Elena has seen three major shifts in her business:
1. Seamless Invoicing & Cash Flow What used to be a chore is now a streamlined process. Elena can view pending, past due, and paid invoices in a single dashboard. "Invoicing is no longer a pain. In fact, I look forward to invoicing—because it means money in the door. I have the flexibility to accept payments by EFT or credit card, and clients appreciate the simplicity."
2. Profitability Clarity Elena no longer guesses about her margins. She can track labour costs and expenses against specific client budgets, allowing her to see exactly how profitable each event—and each client—truly is. This is crucial for managing HST and understanding her true bottom line.
3. The "Husband Factor" (Peace of Mind) Perhaps the biggest win? Elena’s husband no longer has to dread tax season. "I have so much more peace of mind knowing that I can get my tax reports and my statements, and that they’re done correctly—and that it’s not going to be a 40-hour job for me to do my taxes at the end of the year."
Looking Ahead
With her finances under control, Elena is free to focus on what she does best: creating unforgettable experiences. In just a few weeks, she’ll be jet-setting to Slovenia and Greece with a client group—not to worry about receipts, but to share the world with people.
Are you ready to stop worrying about your back office and start focusing on your passion?
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