CRM for wedding planners
Wedding coordination demands precise control over client records and vendor schedules. Workspace369 runs the planning business in one system: client records, proposals with e-signing, projects, scheduling, client messages, and invoices with deposits and split payments. The couple, the payer, and the vendors each get distinct tracking, so every detail stays clear from the first inquiry to the final invoice.
Key facts
CRM for wedding planners at Workspace369 covers 9 areas, including client records, proposals, projects and tasks.
The workflow runs in 5 steps, from "establishing separate client records" to "finalizing invoices and portal review".
Workspace369 starts at $29/mo for 1 seat, and the Commander plan includes 20 seats, 500 GB of storage, and 120,000 AI tokens per month at $299/mo.
Additional seats cost $10 each and 100 GB of additional storage costs $15; full pricing is public on the Workspace369 pricing page.
The problem
Wedding planners often face administrative confusion when the couple getting married and the party paying the invoices are separate entities. If your administration lacks clear separation, billing details mix with design conversations. Workspace369 resolves this by maintaining distinct client records for each contact, allowing planners to direct invoices to the payer while keeping scheduling and project tasks visible to the couple via the portal.
When a ceremony timing shifts, or a catering vendor is replaced, updates must reflect immediately across your files and tasks. Without a structured project system, planners miss updating critical timelines. Workspace369 allows you to modify tasks, upload new vendor files, and update conversations within the specific project record, ensuring the latest logistics are documented for everyone involved in the planning process.
Sending proposals via standard email often leads to lost details and delayed commitments from couples. Workspace369 organizes your initial proposals alongside client records, tracking the exact files and conversations before a project begins. This keeps the early scope, scheduling blocks, and initial invoices linked to the correct profiles, preventing administrative overlap when managing multiple inquiries simultaneously.
Mixing text messages, personal emails, and phone notes makes it difficult to track vendor confirmations and couple requests. Workspace369 keeps all conversations, scheduling details, and shared files within the client portal and project view. This structured environment allows your team to log changes in ceremony timing or vendor logistics within the project view.
The product
Clients watch progress, files, and invoices in a branded portal instead of asking your team for updates.
Email, SMS, calls, and voicemail land beside the client record — with AI summaries, so anyone on the team can reply with full context.
Tasks, files, and status for every engagement — visible to the team and, through the client portal, to the client.
Send quotes, bill milestones or retainers, and let automated reminders chase anything outstanding.
Workflow
Begin by creating distinct client records for the couple and the financial payer within Workspace369. Record in the brief their respective roles, contact details, and communication preferences. This initial setup ensures that future proposals and invoices are directed exclusively to the payer, while project tasks, design files, and scheduling requests remain accessible to the couple through their dedicated portal access.
Generate detailed proposals outlining the planning scope, initial timeline, and payment milestones. Send the proposal to the payer for approval and e-signature, then convert it into the initial deposit invoice on the payer's client record. Store all early design files and scheduling parameters within the project workspace, allowing the couple to review the planned milestones without exposing financial transactions to contacts who are not handling the funding.
Build out the wedding project timeline using tasks, scheduling blocks, and file repositories. Assign specific tasks to your team for vendor outreach and venue coordination. Use the conversations feature to log updates from external vendors. The couple can track these non-financial milestones via the client portal, keeping them informed about ceremony timing adjustments and vendor selections.
When a vendor changes or ceremony timing shifts, update the project record immediately. Upload the new vendor contract to the files section, adjust the scheduling blocks, and rewrite the affected tasks. Record in the brief the exact reasons for the timing change. This update ensures that the project reflects the current operational reality without affecting unrelated client records.
Issue the final invoices to the payer based on the updated project scope. Direct the couple to the client portal to perform a final review of the scheduled tasks, timing blocks, and confirmed files. Conclude all final conversations within the system to ensure a complete record remains intact for post-event verification and long-term file retention.
Product coverage
Loved on the App Store
Finally feels calmBounced between three or four all-in-one tools and always ended up in a mess of tabs. This is the first one that feels calm. Set up my client projects in ten minutes.
Painless team rolloutRolled it out to our eight-person team and adoption was painless — intuitive and polished. I'd love more integrations, but they keep shipping.
Hours back every weekWas juggling separate tools for notes, tasks, docs, and updates. Consolidating into one place has genuinely saved me hours each week. Support is responsive too.
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FAQ
Yes. Workspace369 allows you to maintain distinct client records for the couple and the financial payer. You can link both individual records to a single project. This structure ensures that invoices go to the payer, while scheduling coordinates and project files remain accessible to the couple via the portal.
When a vendor changes, a team member updates the project tasks, uploads the new vendor files, and logs the details in the conversations tab. Record in the brief the exact timing adjustments so the timeline stays accurate and visible to your planning team.
Workspace369 connects to other systems through webhooks and its API from Specialist. Map the events and fields you need, set permissions and test failure handling with sample records before you rely on the sync.
Yes. Couples can utilize the client portal to upload files, view their project tasks, and participate in ongoing conversations. This keeps their design inspiration and timeline requests organized directly within the main project record, completely separate from the invoices and proposals routed to the payer.
Ready when you are
Start with the modules you need today, then turn on AI, automations, accounting, inventory, requests, and reporting as the operation grows.
