For wedding planners
'Day-of coordination' that starts eight weeks out is a different job. Write it down.
A wedding planning enquiry rarely knows what it's asking for. Some couples want someone to run the day; some want help choosing vendors; some want the whole thing handled. The conversation goes well, you quote a package by email, and the scope only becomes clear when the couple asks you to attend a fourth venue visit or field calls from a parent at the weekend.
ApeiroCraft lets you send each package as a proposal link with its boundaries spelled out: meetings, vendor work, hours on the day, assistants and what's excluded. You see when it's opened and re-opened, the couple signs in the browser, and the accepted proposal becomes the retainer invoice in one click.
Where wedding planning engagements stretch.
The package that grows
Partial planning quietly becomes full planning one favour at a time: an extra vendor search, another tasting, a seating chart from scratch. None of it was priced, and by the wedding it's too late to raise.
Too many people with opinions
The couple reads the proposal, then a parent who is contributing to the budget wants changes. Without seeing who has opened the document, you can't tell whether it's stalled or circulating.
Unclear who contracts the vendors
If it isn't written whether vendor contracts are in the couple's name or yours, and whether you take vendor commissions, the question surfaces at the worst moment — when a vendor lets everyone down.
One proposal per package, signed before you start.
Packages with real edges
Save full planning, partial planning and on-the-day coordination as separate proposals. Each lists the meetings, vendor work and on-the-day hours it includes, so you're not rewriting scope for every couple.
See when the family has looked
Opens and re-opens are recorded on the proposal link. If it's opened several times over a weekend, the people who pay may be reading it — a good moment to offer a call.
Signed scope, not a verbal yes
The couple signs in the browser. The signature records name, email, IP and a UTC timestamp and can't be altered, so the package boundaries are on record from day one.
Retainer, then instalments
Convert the accepted proposal to a draft invoice, set it to the retainer, and send with your own payment link. Later instalments come from the same proposal once the first invoice has gone out.
What a wedding planning proposal has to include.
The word 'planning' covers very different amounts of work. These are the sections that make your package mean one thing.
Service level
If it's left vague
'Coordination' means a timeline and the day to you, and months of vendor emails to the couple.
With ApeiroCraft
Name the level and when your involvement begins, with a short list of what that level never includes.
Meetings, site visits and response times
If it's left vague
Unlimited calls become the expectation, including evenings and weekends.
With ApeiroCraft
State the number of planning meetings and venue visits, and when you reply to messages.
Vendor management and commissions
If it's left vague
Nobody knows who signed with the caterer, or whether you're paid by vendors you recommend.
With ApeiroCraft
Say whose name vendor contracts are in, what you manage, and your policy on vendor commissions.
On-the-day hours and team
If it's left vague
You're still packing down at 1am with one assistant for 180 guests.
With ApeiroCraft
Write your hours on the day, the number of assistants, and the rate for extending.
Retainer, instalments and postponement
If it's left vague
A postponed date raises questions about the retainer that nobody answered in writing.
With ApeiroCraft
List the payment schedule, what the retainer secures, and what happens if the date moves or the wedding is cancelled.
- Retainer and instalment invoices from one accepted proposal.
- Pipeline view of every enquiry by stage, so dates don't double up in your head.
- Team notes per wedding for vendor contacts, venue rules and family details.
Common questions.
How do wedding planners usually charge?
Three structures are common: a flat fee per package (full, partial, on-the-day), a percentage of the overall wedding budget, or a hybrid with a minimum fee. Most take a retainer at booking and spread the rest into instalments ending before the date. ApeiroCraft doesn't suggest a fee; it holds the package and schedule in one signed document.
What does a partial-planning proposal look like in practice?
An introduction to the couple's day; a scope saying you begin six months out, source three vendor categories and run four planning meetings; on-the-day coverage from ceremony to a set time with one assistant; exclusions such as invitations and seating charts; and a retainer plus two instalments. You send it after the consultation, see it reopened several times that weekend, and convert the signed proposal to the retainer invoice on Monday.
When is ApeiroCraft not the right fit for a wedding planner?
If you run the whole wedding inside one platform — guest lists, RSVP collection, seating plans, a couple-facing portal with logins, a booking calendar for consultations — ApeiroCraft won't replace that. It handles the proposal, signature, invoices, CRM and your internal notes and tasks, not couple-facing planning tools.
How is this different from your event planners page?
The tool is the same; the scope is different. Weddings involve couples and paying families, package levels that blur into each other, and vendor relationships that span a year. This page is about writing those boundaries down; the event planning page is about guest counts and supplier deadlines for corporate and private events.
Can I add a parent as a second contact?
You can add the parent as their own contact in the CRM, and share the proposal link with whoever needs to read it. Opens are recorded on the proposal itself, and the signature records who actually signed.
Make each package mean one thing.
Start from the event planning template, save your three service levels, and send the first one today.
Start freeStill deciding? Talk to the founder
Keep reading
Free template
Event planning proposal template
Guest count as an assumption, what you manage, decision deadlines and a date-reserving deposit.
Solution
ApeiroCraft for event planners
Lock the scope and the deposit before the date is held — signed, not verbally agreed.
Solution
Proposal tracking, explained
Timestamped opens on the proposal itself — not an email pixel, not a guess.