A day-of run-of-show timeline that re-times itself, proposals with milestones, vendor cost tracking, and invoicing — so the event day and the business side are both as organized as the event itself.
Here's what a typical workflow looks like for event planners.
A potential client submits through your inquiry form and lands in your inquiry pipeline. Reply, qualify, and convert to a client and project — then build the proposal.
Start timers for client meetings, vendor coordination, site visits, and admin. Every hour of planning is captured.
Record vendor invoices as expenses and pass them through to your client with markup. Flowers, catering, AV — all tracked with your margin.
Collect a deposit on signing, progress payment at the halfway mark, and final balance after the event. Payment schedules keep cash flow aligned with expenses.
Build the minute-by-minute run of show on a cascade engine: set a key moment and everything before and after re-times automatically. Hand each vendor their own call sheet and run the day offline from your phone — when something runs late, the rest of the day reflows.
After the event wraps, see your real margin. Revenue minus planning hours minus vendor costs minus expenses equals what you kept.
Website · Clients · Books — wired together for event planners.
A minute-by-minute event-day timeline on a true cascade engine — set the start time and every call time, buffer, and transition recalculates. Anchor outdoor moments to golden hour, generate a per-vendor call sheet, publish a client timeline to approve-and-lock, and run the day from a full-screen offline view. Switching from a standalone timeline app like Timeline Genius? Build your run of show here once and run the whole business from it — plus a public API and Zapier to automate the rest.
Learn moreBuild proposals with deliverables and timeline milestones. Venue booking, vendor deadlines, rehearsal, event day — all scheduled.
Learn moreFirst-class event dates on proposals and projects. Milestones auto-calculate relative to the big day.
Learn moreExplore a demo account pre-loaded with realistic event plannersdata — proposals, invoices, expenses, and profitability reports.
Explore the demoEvent profitability requires tracking three categories: your planning hours (valued at your internal cost rate), vendor pass-through costs (with your markup), and overhead expenses (office, software, travel). Most planners track revenue but not true cost. ClientCasa captures all three and shows real margin per event, so you know which types of events are actually worth your time.
Event planners need proposals with milestones, vendor cost tracking with markup, milestone-based payment schedules, time tracking, and calendar integration. Most tools cover CRM or invoicing but not the operational side. ClientCasa connects proposals to projects with milestones, tracks vendor costs and planning hours, and syncs deadlines to your Google or Outlook calendar.
The standard model is a planning fee plus vendor pass-through with markup, collected in stages: deposit on signing (25-50%), progress payment at the halfway point, and final balance after the event. Payment schedules tied to milestones keep your cash flow aligned with vendor payments. ClientCasa supports milestone-based payment schedules with automated reminders.
Record each vendor invoice as an expense tied to the event, then pass the cost through to your client with your markup applied. Track spending by vendor to see trends and negotiate better rates over time. ClientCasa lets you record vendor costs, apply markup percentages, and see total vendor spending per event and per vendor across your portfolio.