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Wedding planner website development

For wedding planners, coordinators and small planning studios who run twenty or more weddings a year at different stages, and need enquiries, consultations, each couple's timeline, supplier shortlist, budget and payment schedule to live in one system rather than across email, a notebook and a dozen spreadsheets.

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The problem

What goes wrong today

Where it usually starts

A planner with an assistant has twenty-six weddings on the books, from one next Saturday to one twenty months away.

  • Enquiries arrive through a website form, social media messages and referrals from venues; each needs a date check against the diary, a question about whether the venue is booked yet and a rough guest count before a consultation makes sense.
  • The planner answers from her phone between site visits and loses the thread of three enquiries a month.
  • Consultations are booked by messaging back and forth about times.

Where it gets harder

Each engaged couple has a shared spreadsheet with a checklist copied from the last couple, with dates that were never adjusted, and a budget tab the couple updates on their own copy rather than the planner's.

  • Suppliers are shortlisted in a document, contacted by email, and the state of each conversation lives only in the planner's inbox.
  • Who has paid their deposit, which supplier balance is due this month and which couple has a tasting tomorrow are three separate questions answered by three separate searches.
  • The couple getting married in June wants to know if the florist confirmed, and the planner finds out by scrolling.
  • On the wedding day itself the running order is a printed sheet, and the on-the-day coordinator has the planner's number for everything not on it.

Scope of the service

What the build covers

A custom wedding planning build normally covers:

  • The planner's public site With service packages described in her own words, such as full planning, partial planning and on-the-day coordination, and a portfolio of past weddings with the couple's permission
  • An enquiry form that asks the date Whether a venue is booked, the guest count and the budget band the couple is comfortable sharing, checked against the planner's diary for date clashes
  • Consultation booking into available slots with reminders
  • A per-couple project created on engagement With a timeline built backwards from the wedding date, a checklist of tasks assigned to the planner, the assistant or the couple, and a budget tracker where the couple enters their own figures and the planner tracks quotes and deposits against each line
  • A supplier directory with shortlists per wedding A contact log of every conversation and the status of each booking
  • A payment schedule for the planner's fee and Where she manages them, supplier payments with due dates and reminders
  • An optional guest list and table plan module
  • A running order for the day shared with the on-the-day team

How discovery works

Discovery follows two weddings with the planner, one just engaged and one a month away: how an enquiry becomes a consultation, what the checklist actually contains, how suppliers are chosen and chased, how budgets are kept and what the couple sees. Each becomes a named stage in the scope document: enquiry, consultation, engagement, timeline, suppliers, payments, the day.

Deliberately out of scope

  • The planner's accounting and tax, which stay with the accountant and are connected where it earns its place, and the suppliers' own systems, which are reached by email and phone from the contact log rather than integrated

When the scope grows

Scoping scenario

A planning studio with four planners, a destination wedding team working in two time zones, suppliers who log in to confirm their own bookings and upload invoices, couples who approve budget lines in the portal and a studio-wide view of every payment due this quarter. That is a different build from a sole planner with an assistant, and the scope document says so plainly.

Deliverables

What you receive

  • Discovery notes from two weddings at different stages, including the current checklist, budget sheet and supplier list
  • A written scope document naming each stage from enquiry to the wedding day, with what is out of scope
  • Design of the public site, the enquiry form, the planner dashboard, the couple portal and the running order on phone and desktop
  • The build, deployed to your hosting or ours
  • Migration of current weddings, their checklists, suppliers and payment schedules from spreadsheets and documents, where relevant
  • Training for the planner, assistant and on-the-day team, with a short written guide and a couple-facing welcome note
  • Handover material and full ownership of the source code and your data

Process

How a project runs

Each stage maps onto the project view in your client panel. Durations are set in your proposal, never on this page.

  1. Onboarding

    Access, contacts and a look at the current website, enquiry inbox, the checklist template, a live budget sheet and the supplier list.

    Project stage: Onboarding

  2. Planning

    Discovery with the planner and assistant; packages, enquiry questions, the checklist template, supplier statuses, payment schedule rules and what couples may see are agreed in the scope document with a milestone plan.

    Project stage: Planning

  3. Design

    Clickable designs of the public site, the enquiry flow, the planner dashboard, the couple portal and the running order, checked on the planner's phone between site visits.

    Project stage: Design

  4. Development

    Built in stages: public site, enquiries and consultations first, then the couple project with timeline, checklist and budget, then suppliers and payments, then guest list and running order.

    Project stage: Development

  5. Client review

    The planner runs two real weddings in parallel on the system for a month, including an enquiry with a date clash, a supplier chase and a payment reminder, and tells us where it does not match her week.

    Project stage: Client review

  6. Revisions

    Checklist timing, budget layout, supplier statuses and portal wording are adjusted from the review and re-checked against the scope document.

    Project stage: Revisions

  7. Ready for launch

    Current weddings migrated, couples invited to their portals, reminders tested against addresses the planner controls, redirects from the old site in place, checklist signed off.

    Project stage: Ready for launch

  8. Delivered

    The studio runs its weddings on the new system; optional maintenance and hosting continue under their own agreement.

    Project stage: Delivered

Integrations

Commonly integrated

Systems this kind of business usually asks us to connect. Each integration is confirmed during discovery; none is assumed.

  • Card payment providers for the planner's fee instalments and deposits
  • Calendar feeds for consultations, site visits, tastings and wedding dates on the planner's own phone
  • Email and SMS providers for consultation reminders, task nudges and payment reminders
  • Accounting software for invoices and supplier payments the planner manages
  • E-signature tools for the planner's terms and supplier contracts
  • Cloud storage for mood boards, floor plans and supplier quotes
  • Mapping services for venue and supplier locations on the day

How we would approach it

Worked example

Concept demo

A four-planner studio with destination weddings and supplier logins

The situation

A studio of four planners ran forty weddings a year, several abroad, from individual spreadsheets, so nobody could see which supplier balances fell due in a given month across the studio or which planner had capacity for a new enquiry.

Why it is a custom build

This needs a custom build because the supplier logins and the studio-wide payment view sit on top of per-couple projects in a way general project management tools do not provide for weddings.

The scope we would propose

  • An enquiry queue with date checks against all four diaries and assignment by planner
  • A shared checklist template with tasks that shift automatically when a wedding date moves
  • Supplier logins where a florist or band confirms its own booking, uploads its invoice and sees only the weddings it is booked for
  • A couple portal where budget lines are entered by the couple and approved against quotes
  • A payment schedule across planner fees and managed supplier payments with a studio-wide view by month
  • A running order per wedding shared with the on-the-day coordinator in the local time zone

Concept demo: a scoping scenario written to show how we would approach the work. It is not a delivered client project.

Pricing

What affects the price

Every proposal is priced on scope. These are the factors that move it most for this kind of build.

  • Number of planners and whether weddings are assigned across a team
  • Depth of the checklist template and whether tasks are shared with couples
  • Budget tracking: couple-entered figures only, or quotes, deposits and balances per line
  • Supplier management: contact log only, or supplier logins with confirmations and invoices
  • Payment schedules: the planner fee only, or managed supplier payments with reminders
  • Guest list and table plan module
  • Volume of current weddings and documents to migrate
  • Hosting choice: your own hosting or ours

Start from a package

Wedding planner package

Enquiries with date checks, consultation booking, a couple portal with timeline, checklist and budget, supplier log, payment schedule and running order for wedding planners.

Custom build
View the package

FAQ

Frequently asked questions

When is the package enough and when do we need a custom build?

The wedding planner package covers the public site, enquiries with date checks, consultation booking, the couple portal with timeline, checklist and budget, a supplier log and a payment schedule with configuration. A custom build is the honest answer for a multi-planner studio with assignment, supplier logins, destination weddings across time zones or approval workflows on budget lines. Discovery tells you which before anything is quoted.

Do couples enter their own budget?

Yes. The couple enters the figures they are comfortable with per line, and the planner records quotes, deposits paid and balances due against each. Nothing in the system suggests what a wedding should cost; the numbers are always the couple's and the planner's.

What happens when a wedding date moves?

The timeline is built backwards from the date, so when it moves every task due date shifts with it and the planner reviews the ones already overdue or now too close. Suppliers on the shortlist are flagged for a date check and the payment schedule is recalculated against the new date.

Who owns the system afterwards?

You do. Source code and data are handed over at delivery; hosting and maintenance are optional and separately agreed, and the system can move to another provider.

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