Running a wedding industry business looks different for every entrepreneur, but one thing we all have in common is our big heart for weddings and the couples we serve. But I know wedding planners are always asking each other: what wedding planner tools are you using?
There are a lot of programs and online software that promise to save you time and keep your business running smoothly. But these online programs and subscription services add up in dollars and in time. So which ones might be right for your business?
Today, I'm sharing my top 5 online tools I use to run my wedding planning business. You don't need to use all these tools, just the ones that will help you be more efficient and get things done. So, if you're looking for some wedding planner tools — I got you!
Managing your leads and clients can be a total hassle without the right system in place. You need a reliable system for your sales, onboarding and client management process. For us, our sales, onboarding, and client management system integrates perfectly with Honeybook.
For over six years, our business used outdated software to manage these processes called ShootQ. The problem? ShootQ did NOT work for our wedding planning business. Not only was it clunky, but it was built for photographers.
But then, we discovered Honeybook. Perhaps one of the best wedding planner tools, ever.
Honeybook is one of the best decisions I've ever made for our business. My team begged me for over a year to switch to the platform. I was hesitant at first because change is hard yall, but once we did… I kicked myself for not doing it sooner!
It's not only built for wedding planners (and a variety of creative businesses), but it is intuitive, easy to use, fast, and reliable.
Honeybook plays an integral role in our company. It's at the forefront of our sales process and helps us in so many ways as it relates to managing:
- Contact Forms
- Client Leads
- Our Services & Pricing
- Customized Proposals
- Customized Questionnaires
- Payments & Invoicing
- Events Calendar
… and so much more. Honeybook allows us to book clients with ease and make their experience with our company organized, responsive, and simple.
Within the first few hours of using Honeybook, our company landed one of our biggest clients. Ever. And they paid us in 15 minutes after sending the proposal.
If you're new to the business, Honeybook will be your secret weapon in developing a process for selling, onboarding, and maintaining a seamless customer experience.
Or maybe you've been around for a minute or two. Honeybook will help you transfer over your current customers and pending leads so you can get back to work.
If you're interested in testing out Honeybook, be sure to sign up using my link* which gets you 50% off your membership for 1 year OR use the code PURPOSE at checkout.
02. Aisle Planner
Emails. Checklists. Hold up, did we start the wedding day paper yet?
Notes. Meetings. Shoot, did we schedule that tasting meeting with the caterer?
Binders. Paperwork. Vendor management. Wait, have we booked the ceremony sound system yet?
Let's be honest, when you're managing dozens of weddings at a time, the details kind of blur together. It happens to all of us.
If you find yourself forgetting where a client might be in the planning process, or you're wasting time digging up information in your inbox (or worse, on your hard drive), then you need a better system.
Enter our friends at AislePlanner. They make planning a lot simpler for our clients and us. Plus, this is one of the holy grails of wedding planner tools.
AislePlanner is a tool we use to manage our client's experience and their happiness. It also helps to keep us organized by knowing exactly where every client stands in the planning process.
Aisle Planner created their program with the client in mind. Here's how it helps:
- Client & Planner To-Do Lists
- Vendor Management
- Event Budgets (including multiple events!)
- Event Seating (also including multiple events!)
- RSVP Management (… yes, including MULTIPLE events!)
- Creative Collaboration
- Design Collaboration
- Client Communication
- Templates & Notes
- Client Timelines
.,. and a lot more! The reason why we call it a client management and happiness tool is that we don't use it to run our business. Rather, we use it as a way to make things easier for our clients and to enhance their planning experience overall.
If you find yourself overwhelmed by communication, outdated processes, and client to-do lists, get yourself some AislePlanner. Not only will it help to keep you and your team organized, but your clients will love the experience of having a hub for all their wedding “stuff.”
03. The Contract Shop
Once you file that LLC paperwork for your business, your next step is to get you a solid contract. It's one of those wedding planner tools people always ask about: where do I get a contract?
Unless you're a lawyer, the legal side of your business can be riddled with anxiety and many questions.
Do yourself a favor: invest in a sound contract, terms of service, and legal advice for your business. I love TCS because:
- You can purchase on-demand contracts
- Attorneys write them
- They answer your questions and take the fear out of legal
- They're a lot less expensive than hiring an attorney to draft up an agreement for you
- They're well-versed in the events industry and know what YOU need to have in your client agreement
If you've been searching for an affordable contract/terms of service solution for your business, check out The Contract Shop. Please don't rely on people in Facebook Groups to vet your legal — leave it to a pro!
04. SC Stock Shop
When I need the right image, whether it's for social media, a blog post or somewhere on my website, SC Stock Shop is where I go first. In fact, a lot of CandiceCoppola.com is from SC Stock Shop! Also, Jubilee Events uses a lot of their flat lay images on our social media to fill in the gaps between wedding posts. It's one of our secret weapons as far as wedding planner tools are concerned.
SC Stock Shop has excellent images for your website when a wedding photo isn't quite right. If you're new to the business and your portfolio isn't robust, you can use images like the ones from SC Stock Shop to help fill in those gaps.
They've got everything from styled floral flat lays to tech mock-ups you can use. The best part? They're only $19 each. Yeah, $19 each!
Sometimes, all you need is the right imagery to attract your ideal client. Remember, the eye buys!
Click here to visit the SC Stock Shop* and browse their images! You can view images by color story, theme, and collection.
Attracting your ideal customers and the philosophy that “the eye buys” is why I am recommending THIS final tool I use to run my wedding planning business: Showit!
Showit is a drag and drop website platform that gives you ultimate control over your website's look and feel.
I know you've checked out other wedding planners websites for inspiration, and you've probably said to yourself: why do they all look the same?
The wedding industry has become saturated with similar-looking websites that are either WordPress or Squarespace based. Showit, on the other hand, let's you build a completely custom site without having to know one dang thing about coding or tech.
Plus, there are dozens and dozens of talented Showit designers — like my friend, Elizabeth McCravy, who not only offer custom design but some killer templates you can use as a base and then make them into your own.
In a saturated marketplace, we need all the help we can get to stand out amongst a crowd. That's why I love Showit so much.
Every website built on Showit is entirely unique and different. You can design a web experience that shows future customers what the experience is like when they work with you!
So, if you're ready to ditch your WordPress or Squarespace site, I highly recommend you check out Showit. To learn more about Showit and to sign up for a free trial, click here!
That ends the five online tools I use to run my wedding planning business — but wait! I've got a bunch more tools for you to check out here (including some great project management tools + communication tools we use).
Thanks for stopping by. Happy planning!
Some of the links used in this blog post are affiliate links. When you purchase something, our company receives a small compensation at no cost to you. This compensation helps to maintain the cost of creating helpful content, like our podcast, so you can build a profitable business with purpose.