Software package

Wedding planner package

Your packages and portfolio on a public site, enquiries checked against your diary, consultations booked into your slots, and a portal for each couple with their timeline, checklist, budget, suppliers and payments that you both work from until the day.

Custom build Concept demo

Get a quote for this package

Who it is for

Built for

A good fit

Independent wedding planners, coordinators offering on-the-day services, and small planning studios of two or three people, handling anything from ten to forty weddings a year at different stages. Daily users are the planner who reviews enquiries and works the timelines, the assistant who chases suppliers and updates checklists, the on-the-day coordinator who runs from the running order on a phone, and the couple who log in to tick tasks, enter budget figures and see where things stand without messaging the planner.

Not the right fit

It is not for venues selling their own wedding dates and packages, which is the wedding venue package, nor for photographers, florists or caterers who need a booking diary for their own service. Studios with several planners who assign weddings between them, or who want suppliers to log in and confirm bookings, should look at a custom build.

The operational problem it solves

How it runs, step by step

Tuesday morning.

The planner opens the dashboard: two new enquiries, nine tasks due this week across seven weddings, and one supplier balance due Friday.
The first enquiry is for a Saturday in September next year with a venue already booked and a hundred and ten guests; the system shows she has a wedding the day before but the Saturday is free, so she offers three consultation slots from her diary and the couple books Thursday evening in two clicks.
The second enquiry clashes with a wedding she is already planning; she declines with a kind note from a template and the enquiry is archived with the reason.

She opens the June wedding.

The timeline shows the tasting last week ticked by the couple, the final numbers task due in ten days and assigned to them, and the florist still at "quote received" in the supplier log; she marks it confirmed after this morning's call and the contact log records it.
The budget tab shows the couple's own figure for flowers against the confirmed quote and the deposit paid.
At lunch the couple getting married in August log in, tick the task for choosing readings, and add a line to their budget for a late-night food van, which appears on the planner's dashboard as a new item to source.
On Friday the payment reminder for a supplier balance goes to the couple who pay suppliers directly, and the planner's own second instalment is paid through the connected provider.
On the Saturday of a wedding, the on-the-day coordinator opens the running order on her phone: arrival times, supplier contacts, who has the rings, and the planner is not telephoned once.

Features

What the package does

The package ships as modules that mirror the planning year: the public site with packages and portfolio, enquiries and consultations, the per-couple project with timeline, checklist and budget, suppliers and payments, and the running order for the day. Each module below lists what it does; the comparison table shows which package variant includes it.

Content and editorial

Service packages and portfolioDescribe your service packages in your own words and show portfolio work only where the couple has given permission.
Enquiry form with diary date checkCouples give the date, venue status and guest count, and the date is checked against your diary before you reply.

Workflow and tasks

Consultation bookingProspects book a consultation into your available slots and receive reminders.
Timeline and checklist per coupleEach wedding gets a project with a timeline worked back from the date and a checklist template with tasks assigned to either side.
Supplier directory and contact logYour suppliers in one directory, with shortlists per wedding and a log of each contact and its status.

Billing and payments

Budget trackerBudget lines combining the couple's own figures with the quotes, deposits and balances you record.
Planner payment scheduleYour own fee as instalments the couple pays online, with reminders before each one falls due.
Managed supplier paymentsSupplier payment due dates tracked with reminders sent to the couple.

Portal and access

Running order for the dayA running order for the wedding day shared with the on-the-day team and supplier contacts on a phone.
Couple portalCouples log in to see their timeline, tick their tasks, update budget figures and view suppliers shortlisted and confirmed.
Guest list and table planA guest list with RSVP tracking and a table plan for each wedding.
Mood boards and document storageMood boards and documents for each wedding stored in one place alongside the project.

Package variants compared

Website
Business Software

Which features each package variant includes
Feature	Website	Business Software
Service packages and portfolio	Included	Included
Enquiry form with diary date check	Included	Included
Consultation booking	Included	Included
Timeline and checklist per couple	Optional	Included
Budget tracker	Not in this variant	Included
Supplier directory and contact log	Not in this variant	Included
Planner payment schedule	Optional	Included
Running order for the day	Not in this variant	Included
Couple portal	Not in this variant	Included
Guest list and table plan	Not in this variant	Optional
Managed supplier payments	Not in this variant	Optional
Mood boards and document storage	Not in this variant	Optional

Roles and permissions

Who does what

Planner
- Describe service packages and manage the portfolio
- Review enquiries against the diary and accept, decline or offer consultations
- Create each couple's project, set the timeline and assign tasks
- See every wedding's status, due tasks and payments in one dashboard
Assistant
- Update checklists and chase tasks across all weddings
- Maintain the supplier directory and log each contact
- Record quotes, deposits and confirmations against budget lines
- Prepare the running order for each wedding
On-the-day coordinator
- Open the running order and supplier contacts for the day on a phone
- Tick off arrivals and milestones as they happen
- Add notes for the planner during the day
Couple
- Enquire with date, venue status and guest count and book a consultation
- See their timeline and tick tasks assigned to them
- Enter and update their own budget figures per line
- See suppliers shortlisted and confirmed, and pay planner instalments online

Example screen

Concept demo

Concept demo of a wedding planner dashboard showing enquiries with date checks, tasks due by wedding, a payment reminder and supplier statuses.

The planner dashboard on Tuesday morning: two new enquiries with date-clash checks against the diary, nine tasks due this week grouped by wedding, one supplier balance due Friday, and the June wedding card showing the florist moved from quote received to confirmed.

Scope and options

What is included and what is extra

In the base package

Public site with service packages in the planner's words and a portfolio with permissions
Enquiry form with date, venue status and guest count, checked against the diary
Consultation booking into available slots with reminders
Per-couple project with a timeline built backwards from the date and a checklist template
Budget tracker with couple-entered figures and planner-recorded quotes, deposits and balances
Supplier directory, shortlists per wedding and a contact log with statuses
Payment schedule for planner instalments with online payment and reminders
Running order for the day shared with the on-the-day team

Common add-ons

Guest list and table plan with RSVP tracking
Managed supplier payments with due dates and reminders to the couple
Mood boards and document storage per wedding

Needs custom work

Multi-planner studio with enquiry assignment and capacity view
Supplier logins to confirm bookings and upload invoices
Budget line approval workflows between couple and planner
Destination weddings with time zones and currency notes entered by the planner

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

Runs on your own hosting or on hosting we manage; the choice is made in the proposal and can change later. You own the code and your data in both cases. Enquiries, couple projects, checklists, budgets, supplier records and payment schedules can be exported at any time in standard formats, and nothing in the package stops a move to another provider.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates, monitoring of reminders and payment callbacks, backups, and a monthly window for small changes such as a new package description, a revised checklist template or new portfolio entries. Larger changes are quoted as change requests.

Pricing model

Priced per proposal.

Sold as a one-off setup and customisation with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on the depth of the checklist template, whether the guest list and managed supplier payment add-ons are included, the payment provider and the number of current weddings migrated from spreadsheets. The proposal itemises each line so recurring costs are never hidden in the build.

Software package

Custom build Concept demo

Variants

Public site with service packages in the planner's words and a portfolio with permissions
Enquiry form with date, venue status and guest count, checked against the diary
Consultation booking into available slots with reminders
Per-couple project with a timeline built backwards from the date and a checklist template

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

Can couples see everything the planner sees?

No. The planner decides per wedding which sections the couple sees. Typically the couple sees their timeline, their tasks, the budget and confirmed suppliers, while internal notes, supplier quotes under negotiation and the planner's own fee breakdown stay private.

How does the checklist template work for a new couple?

The template holds tasks with offsets from the wedding date, such as book the registrar twelve months before or final numbers to the caterer two weeks before. Creating a project applies the template to the date, and the planner removes or adds tasks for that couple before inviting them.

Does it suggest budgets or supplier prices?

No. All figures are entered by the couple or the planner. The budget tracker shows what the couple set aside, what has been quoted, what has been paid and what remains, and nothing else.

Can the on-the-day coordinator use it without the full system?

Yes. The coordinator role sees only the running order, supplier contacts and notes for weddings they are assigned to, on a phone, and can tick milestones and leave notes without access to budgets or other couples.

Can suppliers log in?

Not in the package. Suppliers are contacted from the log by email and phone and their status is recorded by the planner or assistant. Supplier logins with their own confirmations and invoices are custom work scoped through custom wedding planner development.

Is this a finished product I can see running?

Not yet. The readiness badge shows the real state: the package is a custom build assembled from our forms, bookings, documents and orders modules for each planner, and the dashboard on this page is a labelled concept demo rather than a live client system.

Get a quote for Wedding planner package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.