Event 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.
7 days free · No credit card · Built in Florida
$8,420
47
Acme Office Park
Monthly maintenance
$485
Riverside Apartments
Quarterly service
$1,200
Downtown Plaza
Monthly recurring
$320
West End Hotel
Bi-weekly contract
$680
Real Smarfle UI · Live data from your event planning CRM
Why generic billing software fails event planning owners
Generic billing tools weren’t built for event planning. Smarfle was.
Generic billing software
What everyone else gives you
- Recurring billing requires Stripe + Zapier + a spreadsheet
- No way to save customer cards for future auto-charge
- Failed payments don’t auto-retry or notify the customer
- ACH for big invoices means logging into 3 different tools
Smarfle for Event Planning
Built for your actual workflow
- Vendor pass-through mixed with planner fee
- Planner retainer auto-billed too aggressively
- Day-of overtime not billed because nobody tracked it
- Built specifically for event planning businesses
How event planning billing works in Smarfle
From the first touch to the closed loop. No missing pieces.
- 1
Customer signs up for recurring service
Via portal subscribe button or office-generated first invoice. Card saves to Stripe Customer.
- 2
Auto-charge runs on schedule
Daily cron processes recurring invoices, charges saved cards off-session. event planning owner sleeps; revenue lands.
- 3
Failed cards trigger retries + emails
Stripe auto-retries 3-4 times. If all fail, customer gets an email link to update their card. No manual chase.
- 4
Customer gets receipt + invoice instantly
Each successful charge fires a receipt email + creates a Paid invoice in Smarfle. Aging report stays clean.
- 5
Owner sees monthly recurring revenue
Subscription dashboard shows what's coming next 30 days. Cashflow forecasting actually possible.
Where event planning billing breaks down
The friction every event planning owner recognizes.
Vendor pass-through mixed with planner fee
Total event $50k. Your planner fee = $8k. Vendor pass-through $42k. Without separation, you can't report margin or income accurately.
Planner retainer auto-billed too aggressively
Monthly $1k retainer. Auto-charge fires. Card declines. Client cancels in frustration. Without smart dunning, you lose long-term planner relationships.
Day-of overtime not billed because nobody tracked it
Day-of coordinator stays 3 hours late. Overtime not logged. Bride never gets billed. You eat the labor cost.
Cut AR by 80% on recurring revenue
Auto-charge saved cards for recurring service contracts. Failed payments auto-retry + email customer. The chasing-payments task disappears.
<24h
AR cycle (recurring)
70%+
Failed payments recovered
5-8h/wk
Hours saved chasing
Based on typical event planning operations. Your numbers may vary.
Features powering event planning billing
Each one a deep-dive in its own right.
Recurring billing on auto-pilot
Set up monthly, quarterly, or annual service plans. Customer signs up once, Smarfle bills the same card every cycle, no manual invoicing required.
Learn moreSave card on file
Stripe Customer + saved payment method per client. After their first payment, future charges run off-session. No link to click, no card to re-enter.
Learn moreAuto-charge saved cards
Daily cron auto-charges saved cards for recurring invoices. Owner gets confirmation email when payment lands; client gets a receipt. Failed cards trigger an email asking the client to update.
Learn moreStripe Connect (your account, not ours)
Money goes straight to your bank via Stripe Connect Express. We charge 0.5% platform fee on top of Stripe's 2.9% + 30¢. ACH for invoices over $1k drops to 0.8% (cap $5).
Learn moreEvent Planning Billing Software CRM questions
Other event planning tools
Smarfle ships billing software alongside the rest of your CRM.
Billing Software for other industries
Same billing engine, tuned for each vertical.
Try Event Planning Billing Software free
7 days to test the full platform with your real event planning workflow. No credit card.
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