An Aventee product

A platform for selling and running ad inventory.

The platform serves three sides of one process: the network operator that owns the inventory, the sales teams and agencies on the demand side, and the advertiser that buys. Availability, booking, proposal, contract, payment and report all run in one system, with no data moved between a spreadsheet, an inbox and a separate CRM.

Talk about an implementation Functional scope
Sides of the process
Network operatorOwns the inventory, availability and rate cards. Sets the rules and maintains data consistency.
Sales and agenciesBook slots, prepare proposals, run campaigns and report — in one system.
AdvertisersSelf-service portal: choice of inventory, creative, payment and campaign status.
Application

Inventory sales run as a single process.

The order is fixed: inventory, booking, documents, payment, report. The platform holds that order in one system and gives each side the scope it is responsible for.

A shared data definition

Inventory, statuses and documents described the same way on the operator, sales and advertiser side.

Continuity of the process

Each stage passes its data to the next. There is no step where it has to be entered again.

State available to all sides

Free inventory, booking status, contract and settlement stage. Each side sees it without asking.

The platform was built for Reklama za Rogiem — the local channel in the Żabka network, described in the work section.

The platform brings together functions usually bought separately: inventory catalogue, CRM, document flow, payments and reporting. It does not replace the sales team or the agency — it orders the work they already do.

Division of roles

Each side works within its own scope.

Network operator

Owns the inventory: screens, availability, policies, rate cards and governance of the rules.

Central control of inventory and pricing plus an aggregate view across the network.

Sales and agencies

Handles demand: bookings, proposals, contracts, running campaigns and client reporting.

One system instead of moving data between a spreadsheet, an inbox and a separate CRM.

Advertisers

Buying and servicing in the portal: creative, payment, statuses and campaign view.

Portal access with no subscription fee.

Access control and compliance
Roles and permissionsSeparate access scopes for the operator, the demand teams and advertisers.
Change logBookings and documents stay auditable: who changed them and when is recorded.
Uniform statusesA stage of the process carries the same name on every side.
GDPRData minimisation and access control built into the permission model.
Course of the process

Six stages from published inventory to report.

The operator publishes inventory and sets the rules. The demand teams run sales and campaign servicing. The advertiser approves, pays and follows delivery.

  1. 01 · OperatorCatalogue and availabilityScreens, availability rules, rate cards and blocks published in one place.
  2. 02 · DemandSelection and bookingOccupancy calendar, conflict validation and a date blocked once confirmed.
  3. 03 · DemandProposal and approvalDocument template, line-item pricing and the client's approval on record.
  4. 04 · DemandContractDocument generated from a template, version control and electronic signature.
  5. 05 · AdvertiserPaymentOnline payment, with settlement visible to the sales team and to the operator.
  6. 06 · DemandCampaign and reportDelivery monitoring, campaign metrics, exports and an aggregate view for the network.
Functional scope

Ten modules of the system.

Each module states the role of the operator, the sales team and the advertiser. The diagrams show how the screens are laid out; the values on them are illustrative.

  1. Inventory marketplace
    Filters
    WarsawDigital screenAvailable
    Store · Marszałkowska St.Large screenAvailable
    Store · Jerozolimskie Ave.Large screenBooked
    Store · Puławska St.Small screenAvailable
    Store · Grójecka St.Large screenBlocked
    Location network
    AvailableBooked
    Operator Demand 01

    Inventory catalogue and availability

    The operator maintains the screen catalogue and availability rules; sales teams work on current terms without separate reconciliation.

    • Screen catalogue: format, location, technical parameters.
    • Availability kept current, together with blocking rules.
    • Rate cards and policies that apply across the network.
  2. Booking calendar
    Month
    FreeBookedConflict
    Date validationConflict with an existing bookingTo resolve
    Operator blockDate withdrawn from saleActive
    Demand 02

    Bookings

    The team books a date in the occupancy calendar. The system checks for conflicts and carries the status.

    • Occupancy calendar showing available dates.
    • Validation of conflicts and of availability rules.
    • Confirmations and booking statuses.
  3. Campaign proposal
    Document
    Pricing
    Screens · selected locationsitem 1
    Creative productionitem 2
    Delivery · campaign perioditem 3
    Total
    Demand 03

    Proposals

    A proposal is generated from a template, with line-item pricing and the client's decision on record.

    • Uniform proposal documents based on templates.
    • Line-item pricing and document versioning.
    • Statuses: sent, approved, needs revision.
  4. Contract and signature
    Document
    Signature · operator
    Signature · client
    Flow
    Generated from template✓
    Sent for signature✓
    Signed·
    Archived·
    Version control
    Demand 04

    Contracts and document flow

    The contract comes from a template and is signed electronically. The system keeps the version history.

    • Contract templates and version control.
    • Electronic signature together with document status.
    • Document archive with search.
  5. CRM — pipeline and activity
    Sales pipeline
    Contact
    Qualified
    Proposal
    Contract
    Activity
    Client callnote
    Proposal sentemail
    Approval remindertask
    Demand 05

    CRM and client servicing

    Client data and their campaigns sit in one view: sales pipeline, activity, notes, segmentation.

    • Sales pipeline and contact history.
    • Tasks, reminders and team collaboration.
    • Email integration and contact import.
  6. Payments and settlement
    Campaign · local screensPaid
    Campaign · monthly packageIn progress
    Invoice correctionRefund
    PaymentsSettled
    In progressPending
    CommissionOperator
    Advertiser Demand Operator 06

    Payments and settlement

    The advertiser pays online, while the sales team and the operator see the settlement of that same transaction.

    • Payment gateways and invoicing.
    • Commission settlement on the operator's side.
    • Financial reports and transaction statuses.
  7. Campaign report
    Impressions
    Reach
    Spend
    Delivery over timeCampaign comparison
    Campaign 1
    Campaign 2
    Campaign 3
    Demand Operator 07

    Campaign reporting

    The campaign report for the advertiser and the aggregate view for the network are produced from the same data.

    • Metrics summary and campaign comparison.
    • PDF and Excel exports plus recurring reports.
    • Network-level view on the operator's side.
  8. Integration with operator systems
    InventorySynchronised
    AvailabilitySynchronised
    Campaign statusesQueued
    Synchronisation log
    Webhooks active
    Operator Demand 08

    Integration with operator systems

    The platform synchronises inventory, availability and statuses with the operator's systems.

    • Connection health check and synchronisation log.
    • Webhooks and event-driven updates.
    • Integration monitoring together with service levels.
  9. Advertiser portal
    Choose locations→Creative→Payment→Campaign status
    Creative checklist3 of 4
    Delivery confirmationReady
    Advertisers 09

    Self-service portal

    The advertiser chooses inventory, submits creative, pays and follows delivery without going through the sales team.

    • Overview of the offer and available locations.
    • Creative submission with a checklist.
    • Campaign status and messaging with the team.
  10. Workflow automation
    Trigger · proposal approved→Condition · value above threshold
    ↳Action · contract from templateAction · notify the teamAction · task in CRM
    Flow without code
    Demand 10

    Workflow automation

    Approvals, reminders, status changes and notifications happen by rule.

    • Defining flows without writing code.
    • Event-driven tasks, messages and notifications.
    • Process templates for local campaigns.
Next

Where we start.

We start with two questions: how the process runs today, and which stage should come into the system first.

Talk about an implementation