Event Planning CRM That Keeps Vendors, Timelines, and Budgets in Sync
Every event is a hundred moving parts. Smarfle keeps them on one timeline with consultations, vendor notes, deposit schedules, and final invoicing that never needs a spreadsheet. From $19/month.
9
4
$142k
Saturday
Anderson Wedding
200-person wedding
Tech Co Holiday Party
Corporate event 150pax
Garcia Engagement
Engagement party 40pax
Williams Gala
Nonprofit gala 300pax
Everything a event planning business runs on
Smarfle connects everything a successful local business runs on: website, Google Business Profile, call tracking, lead follow-up, CRM, review requests, payments, and recurring orders. One platform. Start with the event planning workflows below.
Event Planning Scheduling Software
Event planning scheduling is master-event timing + vendor schedules + decision deadlines. Each event is a 6-month project with dozens of micro-deadlines. Miss one + cascades to all the others.
Learn moreEvent Planning Billing Software
Event planning billing has 3 layers: planner fee (your retainer), vendor pass-through (caterer, florist, AV all paid through you with markup), and day-of overtime. Each layer needs separate tracking.
Learn moreEvent Planning Invoicing Software
Event planning invoicing is planner fee + vendor pass-through + day-of overtime. Each event closes out with a final reconciliation invoice that owners need to see line-by-line.
Learn moreThe growth side, built in
Event Inquiry Tracking
Date-availability calls decide bookings on the spot. Tracking logs each inquiry, and missed ones get texted back the same hour.
Reviews & Google Business Profile
Reviews written the week after a flawless event book next year's calendar. Requests go out while the thank-you notes are still arriving.
Website & Lead Follow-Ups
Event inquiry forms capture date, venue, and budget, and follow-ups nurture the couples and companies planning a year ahead.
Lead generation included
Get event planning leads through Smarfle
Event clients plan around a date and contact several planners at once. Directory requests carry the event type and the guest count, which tells you instantly whether it fits your calendar and your minimum.
Flat pricing per accepted lead
Event Planning leads run about $30 each. You see the job and the ZIP first, then accept or pass free. No monthly lead budget, no bidding wars.
When leads start
We expand the directory around every business that joins, and Google needs time to rank new pages, so plan for up to two months before leads ramp up. You pay per lead, never for waiting. A Google Business Profile with real reviews brings them sooner.
Requests arrive pre-qualified
Every quote request already answers what kind of event and how many guests, so your callback quotes instead of interviews.
Fair by design
Your existing customers and repeat requests are always free, and a bad lead can be disputed with a refund to your wallet.
Plans that grow with your event planning business
All plans include a 7-day free trial. No credit card required.
Solo
Sole operators getting started
- 1 user
- Up to 100 clients
- 1 GB storage
- Public booking link + calendar
- Client management
- Work orders with photos
- Invoices + Stripe payments
- Activity log, tags, custom fields
- Mobile PWA + CSV import/export
Starter
Small teams adding tools and growth
- Up to 5 users (1 owner + 4 techs)
- Up to 200 clients
- 1 GB storage
- Everything in Solo
- Voice AI receptionist (usage-based)
- GMB rank tracking
- Search Console integration
- API access + webhooks
- Branded client portal
Professional
Growing service businesses
- Up to 10 users
- Up to 500 clients
- 3 branch locations
- 5 GB storage
- Everything in Starter
- AI email & SMS drafts
- AI work order summaries
- GBP Posts + Dashboard
- Workflows automation
- Website builder + AI content
Business
Multi-location operations
- Up to 30 users
- Up to 1,000 clients
- 10 branch locations
- 20 GB storage
- Everything in Professional
- Priority support
- Higher AI credit limits
SMS, email, AI, and voice are billed pay-as-you-go. See full pricing breakdown →
Where event planning businesses lose time and money
The day-to-day friction every event planning owner recognizes.
Vendor confirmations slip and you find out the week of the event
Florist was supposed to confirm 30 days out. They forgot. You find out 7 days before the wedding when the bride asks. Now you scramble for a backup. Without a CRM that proactively flags un-confirmed vendors, this happens to everyone.
Timeline lives in three different Google Docs
Photographer has v3 of the timeline. Caterer has v4. Florist has the original. None match. Day-of the photographer shows up at 4pm when first-look was moved to 3:30. Chaos.
Budget conversations happen at the worst time
Bride wants premium liquor instead of well. You forget to log it. Final invoice has an unexpected $1,800 line item. Bride feels gouged. You feel unprofessional. Both feelings are right.
Built for event planning businesses
Not a generic CRM. Every feature is tailored to how event planning companies actually work.
Vendor confirmation calendar
Each vendor has a confirmation date (typically 30 days out). Smarfle nudges vendors who have not confirmed and shows you a daily 'still waiting on...' list.
Master timeline shared with all vendors
Build the day-of timeline once. Updates push to every vendor's email and portal automatically. No version control nightmare.
Budget tracking with client visibility
Every decision logs the cost impact. Bride sees the running total in her portal. No surprises at final billing.
Every event planning call, handled your way
Your business number routes however you decide, and you can mix modes by schedule: forward to your phone during the day, switch to text-back or the AI after hours.
Plain forwarding
$0.04/min
Just rings your phone. Every call logged as answered or missed.
Forward with call tracking
$0.10/min
Rings your phone. Recorded, transcribed, summarized, and logged to the customer record.
Busy message + text-back
~$0.05/call
Plays your message, hangs up, and texts the caller. Replies land in your Inbox as leads.
AI receptionist
$0.25/min
The AI answers, qualifies the caller, and books the job. Great after hours if you want it.
Curious how the AI option sounds? Call (866) 355-9645 and try booking a consultation with it.
Is Smarfle the right fit for your event planning business?
We built this for a specific type of business owner. Tap each one that sounds like you.
We built this for you if...
Tap the ones that resonate
This probably isn't for you if...
And that's okay
Day-of coordination from your phone, not a clipboard
Day-of coordinator opens the event in Smarfle, sees the minute-by-minute timeline, vendor contact info, and current status. Tap a vendor to text them mid-event when their start time shifts.
The full event planning toolkit, in detail
Three ways Smarfle transforms how you operate, get paid, and grow.
Vendor records
Each vendor (florist, caterer, AV) has a record with contract + deposit + day-of contact.
Confirmation calendar
Smarfle nudges vendors who have not confirmed and flags balance due in the next 30 days.
Vendor referral tracking
Track which vendors send you the most leads. Reciprocity builds the referral pipeline.
The Best CRM for Event Planners and Wedding Planners
Event planning is a 6-month conversation across 12+ vendors, 40+ decisions, and a single immovable date. Most planners juggle Honeybook for contracts, Aisle Planner for timelines, Google Sheets for budgets, and Trello for vendor coordination. The best CRM for event planners consolidates all four jobs into one tool with one timeline per event, one vendor list, and one client portal where the bride or corporate client sees everything in one place. Smarfle is a wedding planner CRM that handles the small (engagement parties, 20-person dinners) all the way up to 250-person weddings with day-of coordination crews.
A wedding planner CRM that holds the timeline, vendors, budget, and client decisions in one place is what lets a solo planner take on 25 events a year instead of the 8 a paper planner can handle.
One timeline per event, shared with all vendors
Build the day-of timeline once. Florist sees their setup time, photographer sees first-look, caterer sees plated dinner start. Everyone works off the same minute-by-minute schedule.
Vendor confirmations + payment tracking
Track each vendor's contract status, deposit paid, balance due, and day-of contact. The event planning CRM nudges vendors who have not confirmed and flags balances due in the next 30 days.
Budget tracking against client retainer
Wedding planner CRM has to track the planner fee separately from the venue + vendor budget the client is paying for. Smarfle keeps the two clean so end-of-event reconciliation does not surprise anyone.
Client portal with timeline + RSVPs + decisions
Bride logs in, sees the timeline, RSVP count, pending decisions (table linen color, song requests), and contracted vendors. Reduces 'where are we on the seating chart' emails by 80%.
Event Planning CRM questions
Related industries
Other trades using Smarfle to run their book of business.
Photography CRM
Wedding photographers are core event-planning vendors. Many planners send couples directly to preferred photographers.
ExploreCatering CRM
Caterers and event planners coordinate constantly. Many caterers also run small in-house event planning.
ExploreMarketing Agency CRM
Corporate event planners often work with marketing agencies on launches + brand activations.
ExploreWhy businesses stay
A Florida company that treats you like a partner
We answer requests the same day. If your business needs a new feature, or an existing one changed, it gets built fast, often by the next day. Ihor Lavrenenko puts his name on this product: he has helped hundreds of local businesses grow, and Smarfle is how that experience shows up in your operation every morning.
Ready to run your event planning business from one place?
Join service businesses that book more jobs, get paid faster, and grow their reputation with Smarfle.
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