Leads cool off while you are on-site
You are running an event, so email, calls, SMS, and form fills wait. By the time you reply, the couple or the company has booked the planner who answered first.
Event planning software
Event planning software for leads, bookings, and billing.
Leads arrive from everywhere — email, calls, SMS, website forms — and the planner who responds with a professional proposal first usually wins the event. Workspace369 attaches every lead to the client record, runs each event as a project, and keeps deposits and balances billing on schedule.
Inboxemail, SMS, calls, and voicemail with AI summaries
Proposalsquotes, scheduling, and follow-up automations
Paymentsinvoices, payment plans, reminders, and reporting
Key facts
Event planning software at Workspace369 covers 10 areas, including client records, shared inbox, sMS and voice.
The workflow runs in 6 steps, from "catch every lead in one inbox" to "keep corporate clients coming back".
Workspace369 starts at $29/mo for 1 seat, and the Commander plan includes 10 seats, 500 GB of storage, and 120,000 AI tokens per month at $299/mo.
Additional seats cost $15 each and 100 GB of additional storage costs $15; full pricing is public on the Workspace369 pricing page.
The problem
What breaks inside an event planning business
Every event is replanned from scratch
Proposals, task lists, and timelines get copy-pasted from the last event and fixed in a rush. Nothing carries forward, so planning season means admin season.
Deposits and balances drift
Invoices are rebuilt per event, payments are chased by hand, and nobody can say what is outstanding without opening a spreadsheet.
Vendors and venues each keep their own thread
The caterer is on email, the venue is on text, the rental company wants a call. When a detail changes, the update reaches some of them, and the gap shows up on event day.
Repeat corporate clients start from zero
The company that booked last year's conference should be the easiest win of the year. Instead the contact, the requirements, and the billing history sit buried in old threads, so the repeat booking begins like a cold lead.
The product
See the workspace your clients feel.
01
Scheduling that fills itself
Appointments, shoots, sessions, and follow-ups tied to the client record — with automated reminders arriving on time.
02
Every channel in one inbox
Email, SMS, calls, and voicemail land beside the client record — with AI summaries, so anyone on the team can reply with full context.
03
Client work, organized as projects
Tasks, files, and status for every engagement — visible to the team and, through the client portal, to the client.
04
Proposals to paid invoices
Send quotes, bill milestones or retainers, and let automated reminders chase anything outstanding.
Workflow
How Workspace369 runs an event planning business
01
Catch every lead in one inbox
Email, SMS, calls, and voicemail land beside the client record with AI summaries, so you reply fast with full context — even from the venue floor.
02
Win the booking with fast proposals
Proposals and quotes go out from the client record, scheduling locks the date, and follow-up automations keep warm leads from going cold.
03
Run the event as a project
Tasks, timelines, and files keep every event organized, and the client portal keeps the client informed without extra status meetings.
04
Coordinate vendors and the day-of timeline
Vendor contacts, venue files, and the day-of schedule stay attached to the event project as tasks and files, so load-in times and handoffs live in one place the whole team can see — including on event day.
05
Bill deposits and balances on schedule
Invoices and payment plans bill deposits and balances automatically, automated reminders chase anything outstanding, and reporting shows the season's revenue.
06
Keep corporate clients coming back
Every event's proposals, files, and invoices stay on the client record, and recurring tasks and automations prompt the renewal conversation before the company starts planning its next event.
Product coverage
Event planning coverage
- It connects leads to bookings: shared inbox, proposals, scheduling, and automated follow-up in one client record.
- Projects and the client portal keep every event's tasks, files, and client visibility in one place.
- Invoices, payment plans, and automated reminders make deposits and balances predictable.
Client records
Shared inbox
SMS and voice
Requests and intake
Proposals and quotes
Projects and tasks
Scheduling
Client portal
Invoices and payment plans
Reporting
Loved on the App Store
Rated by the people running their client work on it.
★★★★★
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.
Get started
See Workspace369 on your own client work.
Start a free trial or talk to sales — either way, you will see the whole loop: inbox, projects, portal, and billing.FAQ
Why Workspace369 fits event planning searches
What is event planning software?
Event planning software runs the business side of a planning practice: leads, client records, proposals, projects, scheduling, invoices, payments, and reporting. Workspace369 connects all of it in one workspace. Workspace369 covers 10 areas here, with plans from $29/mo for one seat.
Does Workspace369 do floor plans or seating charts?
No. Workspace369 is not a floor-plan, seating-chart, or venue-layout tool. It runs the business side — leads, proposals, projects, portal, invoices, and payments — alongside the design and layout tools planners use.
Can clients follow along in a portal?
Yes. Clients see files, status, and invoices in a branded portal, which cuts the status-check messages your team answers daily.
Does Workspace369 handle deposits and payment plans?
Yes. Invoices with payment plans bill deposits and balances on schedule, with automated reminders for anything outstanding and reporting across events.
How much does Workspace369 cost for an event planning business?
Workspace369 offers four flat plans: Cadet at $29/month with 1 seat, Voyager at $74/month with 2 seats, Specialist at $149/month with 5 seats, and Commander at $299/month with 10 seats. Proposals, projects, invoices, retainers, and the client portal are included from the $29/month plan — nothing is priced per seat. A five-seat planning team fits on Specialist at $149/month, and annual billing takes roughly 20% off any plan.
Does Workspace369 work for recurring corporate clients?
Yes. A returning company keeps its full history — proposals, event projects, files, and invoices — on one client record, so the next event starts from context instead of a blank record. Recurring tasks and automations can prompt the renewal conversation before the next planning cycle.
Ready when you are
See where Workspace369 fits into your client-work flow.
Start with the modules you need today, then turn on AI, automations, accounting, inventory, requests, and reporting as the operation grows.
