Proposal and invoice tool for wedding planners
On-the-day coordination should not turn into month-of planning for free
The couple reads the packages together at home, says yes on the page, and pays the booking retainer before they close the tab. The balance is paid there too, before the day, against an invoice created at approval.
Get started freeThe problem
Sound familiar?
The coffee that never converts
Ninety minutes at a cafe, a vision shared, three vendor names handed over, then silence. The couple took the advice and moved on, and your follow-up email had nothing they could say yes to.
The retainer that is 'coming this week'
They love the proposal. The booking retainer will be transferred this week, they say, and three weeks later the venue you suggested has given that date to another couple.
On-the-day that started six months out
They booked on-the-day coordination. By March they are calling about the run sheet, the seating plan and a florist who stopped replying, and a package that starts four weeks out has become months of planning at the same price.
The solution
How VytDeal helps
A booking retainer on approval, the balance before the day
Any percentage up to full payment, 30 percent by default, and many coordinators take half at booking with the balance a month out. The couple pays the retainer when they approve, and the balance on the same page before the wedding.
Hours, vendor meetings and the start point, listed
Each package says what it covers: when your involvement starts, the hours on the day, the vendor meetings, the run sheet. Your overtime rate and guest surcharge sit in your terms. When a day-of couple asks for planning in March, the record shows what they bought. The same page carries a corporate event or a milestone party.
Your refund terms in what they accept
Your cancellation schedule and the words non-refundable sit in the deal's terms, and the approval record carries them. Under Australian consumer law a non-refundable term holds when disclosed up front and proportionate to real loss, and a deposit above ten percent may be a prepayment, refundable less your actual costs. If you cancel, you cannot keep it.
A GST line and a bank transfer for the balance
The invoice is created the moment the couple approves, with GST as its own line if you are registered. Offer card, with bank transfer, BPAY and PayID beside it. They mark it paid on the page and you confirm it against your statement.
How it works
Three steps to getting paid
Build the packages
Add your packages, the retainer percentage and your terms: the cancellation schedule, the overtime rate, the guest surcharge. Name the hours and the vendor meetings in each.
Send it after the consultation
One link, the same evening. The couple reads it together at home and picks a package, with no account to create.
Retainer in, date held
The couple's yes creates the invoice and the booking retainer is paid in the same breath; the Saturday is theirs from that moment, not from a transfer that is coming this week.
FAQ
Frequently asked questions
Can I take a booking retainer at approval and the balance before the day?
Yes. The retainer is paid on the page when the couple approves. The balance comes due on the same page when you mark the deal delivered, so mark it delivered a month out once the run sheet is done. The page has no date of its own; your terms name the day it is owed.
Do my non-refundable retainer and cancellation schedule travel with the page?
They do, as terms the couple ticks before the retainer is paid: what the retainer holds, and what is kept at each point before the day. The dated record holds those terms complete. The approval carries a code emailed to the couple if you require it. It is evidence of acceptance, not a contract or an e-signature, and legal advice is not something VytDeal gives.
Can I bill a mid-point payment, or run vendor money through the page?
The page carries a retainer and a balance for your fee. A further stage is a further deal page. Vendor payments stay in your own ledger, which keeps pass-through money off your invoice.
What stops on-the-day coordination becoming month-of planning?
The package says when it starts, commonly four weeks out, and what it includes. When the calls begin in March, the record shows what they bought. An upgrade to partial planning is a new deal page with its own retainer.
Will the invoice show GST, and can the couple pay by bank transfer?
GST shows as its own line if you are registered. If you are a solo coordinator under the threshold, do not add it. Bank transfer, BPAY and PayID can be offered on any deal, and the couple marks the transfer made for you to confirm.
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