Event Planning CRM That Keeps Vendors, Timelines, and Budgets in Sync
Florists, caterers, photographers, AV, venue, transport. One event, twelve vendors, fifty decisions, six months of coordination. Smarfle keeps every vendor confirmed, every timeline current, and every dollar tracked.
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
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%.
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.
Specialized event planning solutions
The workflows every event planning business lives or dies by, each with a dedicated guide.
Event Planning Scheduling Software
Book recurring visits, one-off jobs, and appointments on a shared calendar that the office and field both see.
Learn moreEvent Planning Billing Software
Recurring service plans on auto-pilot. Save customer cards, auto-charge monthly maintenance, stop chasing payments.
Learn moreEvent Planning Invoicing Software
One-click invoicing from completed event planning jobs. Stripe payment links, aging report, and overdue reminders built in.
Learn moreIs 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.
Everything your event planning business needs
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.
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 3 users (1 owner + 2 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 →
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.
ExploreReady 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.
7 days free · No credit card · Cancel anytime