Inquiries, contracts, invoicing, and your website — wired together so you can be at the rehearsal, not buried in email threads.
Here's what a typical workflow looks like for wedding coordinators.
A branded inquiry form on your own custom domain captures the wedding date, venue, and guest count up front. Mobile-responsive so couples on their phone at midnight can still book you.
Inquiries flow into a kanban-style pipeline. Reply from your phone using saved templates, set follow-up reminders, and convert qualified leads to clients without leaving ClientCasa.
Three-tier packages (day-of, month-of, partial planning) pre-loaded. E-signature via Firma. Deposit auto-collected on signing through Stripe.
Deposit on signing, 50% sixty days out, balance thirty days before the wedding. Auto-reminders. Tied to the dates in your contract — you don’t reset them every booking.
Venue mileage, sub-contractor 1099s, software subscriptions, emergency-kit replenishment. Schedule C categories auto-tagged. Tax season is one export.
Website · Clients · Books — wired together for wedding coordinators.
Build the minute-by-minute on a cascade engine: set the ceremony time and everything before and after re-times automatically, anchor portraits to golden hour, hand each vendor their own call sheet, and run the day offline from your phone. 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 moreWedding date, venue, guest count, planning status — the fields couples actually want to share are in the booking form by default.
Day-of, month-of, and partial planning packages pre-built. Customize once and reuse.
Force majeure, cancellation tiers, scope, payment schedule. E-signature via Firma. Counter-signature captured.
Deposit, mid-payment, and balance — tied to your contract dates. Auto-reminders 7 days before each milestone.
Log every drive. IRS standard mileage rate auto-applied. Tax-ready, no spreadsheet.
For the helper you hire to staff a 200-guest wedding day. Track payments, generate 1099s at year-end.
Boutique theme, romantic editorial palette, your own custom domain bundled in every paid plan.
Sync to Google Calendar or Outlook. See your full season at a glance.
QuickBooks Online CSV, IIF for QuickBooks Desktop, or an accountant-friendly PDF summary.
Explore a demo account pre-loaded with realistic wedding coordinatorsdata — proposals, invoices, expenses, and profitability reports.
Explore the demoA booking-capable website, an inquiry pipeline that doesn’t lose leads, branded proposals and contracts with e-signature, milestone-based invoicing tied to payment schedules, tax-ready bookkeeping — and a day-of run-of-show timeline that re-times the whole schedule when one thing moves. Most coordinators stitch together five tools; ClientCasa wires the front-of-house and the day-of together so nothing falls through the cracks.
Yes. ClientCasa has built-in day-of run-of-show timeline software for wedding coordinators: build the minute-by-minute schedule on a cascade engine, set the ceremony time, and every call time, buffer, and golden-hour window re-times itself. Hand each vendor a scoped call sheet, publish a read-only timeline the couple approves and locks, and run the day offline from your phone — all tied to the same client record as your bookings, contracts, and invoices. 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.
Coordinators (day-of and month-of) need less full-scale design tooling and more rapid client communication, fast contract turnaround, and tight payment-schedule management. The wedding is already designed by the couple — you’re executing it. ClientCasa’s strengths (inquiry response, contract automation, payment scheduling) map directly to the coordinator’s daily reality.
Yes — referred couples Google you before they email. Google and Ipsos research on consumer trust shows that a clean, mobile-responsive website is the single biggest credibility signal for service businesses. Without it, you lose the booking before the discovery call. A branded site with a booking form is the minimum bar in 2026.
Same-day, often within hours. Industry data from The Knot and HubSpot’s sales benchmarks both point in the same direction: vendors who respond within an hour book five to seven times more often than vendors who respond after 24 hours. ClientCasa’s mobile-friendly inquiry pipeline and saved message templates make same-day response sustainable for a solo operator.
Standard model: 25–50% deposit on signing, 25–50% sixty days before the wedding, balance thirty days before. ClientCasa’s payment-schedule feature ties each invoice to a date on your contract, auto-sends reminders 7 days before each milestone, and accepts Stripe payments (card + ACH). You stop chasing.
At minimum: scope of services, payment schedule, cancellation tiers, force majeure (rewritten post-COVID to cover pandemic, weather, and venue closure), liability cap, deliverables timeline, and governing law. The Association of Bridal Consultants and NACE both publish contract guidance. ClientCasa’s Terms templates include all seven — you customize once, reuse forever.