Planning fees and installments

Event planning invoicing software

Event planning invoicing software for weddings, galas and corporate events. The planning fee is secured with a deposit at contract, the rest goes out as installment invoices, and vendor costs you front, from rentals to the florist's rush fee, are logged on the event and billed back.

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Event planning invoice example

The second installment of a corporate gala, with rentals the planner paid for.

Smarfle · Planner invoice

Invoice

EP-0148

Installment 2 of 3

Sent · awaiting payment

Bill to

Meridian Health Foundation

Attn. events director · Orlando FL 32803

Full planning fee, installment 2

1

$4,500.00

Lounge furniture rental, passed through

1

$2,150.00

Day-of assistant

10 hrs

$450.00
Total due$7,100.00
Emailed 60 days before the galaPay now

Example with sample data

Deposit at contract

The planning proposal goes out with your terms and a deposit. The client signs and pays from the phone, which commits the date before you call a single vendor.

Estimates and e-signatures

Installments on a schedule

Bill the rest of the fee as installments on the event, each with its own due date. Late ones are flagged and the client gets reminders after the date passes.

Invoicing

Vendor costs passed through

Rentals, signage and rush fees you paid are logged on the event as expenses, so pass-through lines match your receipts and your fee stays separate.

Job expenses

Day-of staff by the hour

Assistants log their hours on the event, and invoicing it brings the billable time in as lines, so an event that ran late bills for the extra hours.

Time tracking

Event planning invoicing features

What it does

  • Deposit at contractPaid with the e-signature
  • Installment invoicesEach with a due date
  • Vendor pass-through costsFrom event expenses
  • Staff hours billedFrom logged time

What it doesn't do

  • Fee as a percent of budgetEnter the fee amount
  • Paying vendors for the clientPay vendors directly
  • Budget tracking per categoryTrack expenses per event
  • Automatic installment chargesEach installment is sent

Event planning invoicing pricing

Proposals, installments and pass-through costs are included in every plan; you and four assistants fit on Starter.

Solo

Sole operators getting started

$19/mo
  • 1 user
  • Up to 500 clients
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Starter

Small teams adding tools and growth

$99/mo
  • Up to 5 users (1 owner + 4 techs)
  • Up to 2,000 clients
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Most Popular

Professional

Growing service businesses

$199/mo
  • Up to 10 users
  • Up to 5,000 clients
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Business

Multi-location operations

$349/mo
  • Up to 30 users
  • Up to 10,000 clients
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SMS, email, AI, and voice are billed pay-as-you-go. See every plan and usage rate →

Event planning invoice questions

Yes. Deposits, installments, pass-through costs and staff hours bill from each event.
Yes. Send each installment as a separate invoice on the event with its own due date.
No. Work out your fee and enter the amount.
Yes. Log what you paid on the event and bill it as a line, apart from your fee.
No. Clients pay you; you pay your vendors directly.
Yes. Corporate clients can use ACH, with Stripe's bank fee capped at $5.
No. Assistants see the timeline and tasks, while invoices stay with you.
Yes. Their finance contact can be added to the client and copied on every invoice.

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14 days with every feature on your real event planning work. No credit card.

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