Wedding and Event Planning Business CRM - Leads, Vendors & Day-Of

A complete operating system for wedding and event planners

Wedding and event planners do not need another generic project manager. They need a system built around the specific rhythm of the work: booking a lead, scoping the event, tracking the vendor shortlist, managing the timeline down to the ceremony minute, and reconciling everything financial at the end.

Wedding and Event Planning Business OS is a Notion workspace built for independent planners and small planning studios. Lead pipeline, client contracts, vendor directory, event timelines, budgets, day-of run sheets, and the business side that keeps the lights on between weddings.

What the workspace covers

Lead pipeline and inquiry tracking

Every inquiry logged with source, event type, date, budget range, and next step. Consultation scheduled, proposal sent, deposit received. You see at any moment which leads need a follow-up and which have gone cold.

Client and event records

Each client has a full profile. Contract details, deposit schedule, event date, venue, guest count, theme notes, preferences, and a running log of every conversation and decision. The planner who started the project and the planner who runs the day do not have to reconstruct anything.

Vendor directory

Photographers, florists, caterers, DJs, officiants, rental companies, bakers. Contact info, past work, price ranges, reliability notes, client feedback. Searchable by category and by budget tier. The referral list that actually earns its spot.

Event timelines and run sheets

Master timeline for planning milestones twelve to eighteen months out. Day-of run sheets scheduled to the quarter hour. Vendor arrival times, setup, ceremony, reception, breakdown. The document that makes the day feel smooth to the couple and organized to the team.

Budget tracking

Total budget, spent by category, vendor payments tracked with due dates, deposits and final payments logged. The couple sees clarity. You see whether you are on budget across every project.

Contract and document library

Contract templates, vendor agreements, questionnaires, welcome guides. Reusable, with per-event versions stored against each client.

Business dashboard

Monthly revenue, events booked, events completed, lead-to-booking conversion rate. The numbers that tell you whether the business is healthy or just busy.

Who this is for

Independent wedding and event planners, styling studios, and small planning teams. Planners running anywhere from six to sixty events a year.

What ships

• One Notion workspace, one-click duplicate
• Connected databases for leads, clients, vendors, timelines, budgets, contracts
• Day-of run sheet template with customizable time slots
• Sample data you can wipe in one click
• Setup guide
• Lifetime updates