TLDR (Summary)
The best client management software for event planners is Plutio ($19/month).
Standalone client management stores names but doesn't track event relationships. Plutio client management connects to past events, vendor relationships, and billing history... so returning clients feel recognized and past event details inform new planning.
You get complete client profiles, event history, vendor contact networks, communication logs, and revenue per client. Clients access branded portals with their complete event and billing history.
TeamStage reports 36% of professional time goes to admin. Connected client histories reduce the context reconstruction time when clients return for their next event.
For additional strategies, read our client onboarding guide.
What is client management software for event planners?
Client management software is software that organizes client relationships by tracking contact information, event history, vendor relationships, communication, documents, and billing in one searchable place.
The distinction matters: contact management stores names and emails, CRM tracks sales leads, and client management tracks ongoing service relationships. Event planner client management connects to past events, vendor networks, and invoicing.
What event planner client management actually does
Core functions include storing client contact information and event preferences, maintaining a history of all past events (weddings, galas, corporate events), organizing vendor relationships used for each client, tracking documents (proposals, contracts, invoices), and providing searchable access to relationship history. Advanced platforms add client portals for self-service access.
Sales CRM vs service client management
Sales CRMs like HubSpot and Salesforce improve for lead conversion. They track prospects through a funnel and measure close rates. Service client management for event planners tracks what happens after booking: event execution, vendor coordination, relationship health, and lifetime value. Sales CRM needs versus service client management needs differ fundamentally.
What makes event planner client management different
Event planners have unique relationship patterns: corporate clients return annually for galas, families return for milestone celebrations, and relationships span multiple event types over years. Without client management that knows your event history, you rebuild context from scratch for every returning client.
When client management connects to events, proposals, and invoicing, relationship history becomes an asset. Past events inform future planning, vendor contacts are always available, and nothing is ever lost.
Why event planners need client management software
Event planners managing growing client bases without proper tools lose context, damage relationships, and spend 2-3 hours weekly searching for information that should be immediately accessible.
The scattered information problem
You start with client information spread across tools: contacts in phone, events in Airtable, invoices in QuickBooks, communication in email. When a past client calls about their next event, you can't fast see their complete picture. HBR research shows this costs knowledge workers 1-2 hours weekly managing fragmented information.
What breaks without client management
- Lost context: Returning clients expect you to remember their venue preferences and vendor relationships. Failing this damages trust
- Missed follow-ups: Without proper tools, promising leads and past clients slip through cracks
- Inconsistent pricing: Past event details unavailable means pricing new events without historical reference
- Communication gaps: Messages scattered across email, text, and calls. History impossible to reconstruct
- Relationship blindness: Can't identify best clients, at-risk relationships, or upsell opportunities
The returning client advantage
Corporate clients book annual events. Families return for milestone celebrations. But only if you maintain the relationship well. When a past client reaches out, being able to immediately reference their event history, vendor preferences, and past work creates confidence. Fumbling for context signals disorganization.
Client management turns relationships into documented assets. History is preserved, context is instant, and returning clients receive the smooth experience that maintains their loyalty.
Client management features event planners need
The essential client management features for event planners organize relationship information while connecting to the tools used for actual event work.
Core client management features
- Client profiles: Store contact information, event preferences, venue favorites, and notes. Quick access to who each client is
- Event history: See all past events (weddings, galas, corporate events). Past events inform future planning
- Document organization: Proposals, contracts, invoices attached to client records. Find anything fast
- Communication history: Messages and notes linked to clients. Searchable record of all interactions
- Search and filtering: Find clients by name, event type, tag, or any attribute. Instant access to relevant records
- Contact import: Bring existing contacts from spreadsheets or other tools. Start with current relationships
Event planner-specific features
- Vendor relationship tracking: Keep vendor contacts, performance notes, and pricing history attached to client records
- Venue preferences: Document venue favorites, capacity requirements, and location preferences per client
- Payment history: See complete billing history: invoices sent, payments received, outstanding amounts
- Event timeline archives: Past event timelines accessible for reference when planning similar future events
Platform features that multiply value
- Client portals: Give clients branded access to their events, documents, and invoices
- Event integration: Events create from client records. All work linked to relationships
- Proposal/invoice connection: Documents generate from client records with details pre-filled
- Team access: Everyone sees the same client information. No knowledge silos
The deciding factor is integration depth. Client management that connects with events, proposals, and invoicing provides complete relationship visibility instead of fragmented information.
Client management software pricing for event planners
Client management software for event planners typically costs $30-80 per month for dedicated tools, with the actual cost depending on features and whether you need additional tools for project tracking and invoicing.
What event planners typically pay for stacked tools
Event planners piece together multiple subscriptions:
- Client management: HoneyBook ($39-78/month), Dubsado ($40-60/month), Aisle Planner ($50-70/month)
- Project management: Asana ($10.99-24.99/user), Monday.com ($9-19/user)
- Invoicing: QuickBooks ($30-90/month), FreshBooks ($17-55/month)
- Proposals: Better Proposals ($19-49/month), Proposify ($19-29/month)
Combined, this stack costs $100-250/month with client records fragmented across tools.
Plutio pricing (February 2026)
- Core: $19/month - Complete client management with event tracking, proposals, contracts, invoicing, and client portals included
- Pro: $49/month - Unlimited clients, 30 team contributors, advanced permissions, priority support
- Max: $199/month - Unlimited team, white-label with custom domain, single sign-on
Your ROI calculation
If better client management helps you maintain just one additional repeat client relationship per year:
- Tool cost: $19/month x 12 = $228/year
- Repeat client value: One additional $5,000+ event from maintained relationships
- Additional value: Time saved on context searching, better pricing from historical data
Client management pays for itself by maintaining relationships that would otherwise lapse. Every repeat corporate client or family milestone event you keep because you remembered their context represents revenue that scattered tools would have lost.
Why Plutio is the best client management for event planners
Plutio handles client management as part of a complete platform where events, proposals, and invoicing work together rather than as separate tools.
One client view, complete history
Open any client record and see everything: their events, proposals sent, contracts signed, vendor contacts used, invoices paid, and messages exchanged. When they call asking about last year's gala, the answer is right there. When you prepare a new proposal, their history informs your pricing.
Events connect to relationships
Every event links to a client. The event-client connection is automatic, not something you manually maintain. You can see revenue and time invested across all events for each client. Relationship value is visible at a glance.
Vendor networks per client
Track which vendors each client prefers, which caterers they've used, which photographers captured their previous events. When planning their next event, recommended vendors are right there on their profile.
Documents live with clients
Proposals, contracts, and invoices attach to client records. When you need to reference what was agreed for their last event, the document is there. No hunting through email or separate file storage.
Client portals for self-service
Give clients branded access to their own portal. They check event status, download invoices, and send messages without bothering you. Self-service access improves their experience while reducing your admin load.
Unified inbox for client communication
When a client messages about an event, responds to a proposal, or asks about billing... it shows up in one inbox. Replies go directly without opening email. Conversation history stays attached to that client's record, so months later all context is there.
No-code automations for client workflows
Rules trigger actions without manual work. Common automations: reminders send before event deadlines, notifications arrive when prospects view proposals, follow-up tasks create after events complete, and overdue invoice reminders send automatically.
Multi-event client tracking
Many clients book multiple events over years. Track corporate annual galas, family milestone celebrations, and repeat clients across event types. Complete event history stays accessible on client records.
Every client interaction flows into one organized record. Events, documents, messages, and payments all connected. Nothing is ever lost, and context is always instant.
How to set up client management in Plutio
Setting up client management in Plutio takes 1-3 hours depending on how many existing clients you import, with basic functionality ready immediately.
Step 1: Import existing clients (30-60 minutes)
Export contacts from your current tool (HoneyBook, Dubsado, spreadsheets) and import into Plutio. Map fields (name, email, company, phone) during import. Alternatively, add clients manually as you begin new work with each.
Step 2: Set up client fields (15 minutes)
Configure what information you track per client:
- Basic info: Name, email, phone, company, address
- Categorization: Tags for event type, client type, status
- Custom fields: Venue preferences, budget ranges, special requirements
Step 3: Create client record workflow
Decide when client records get created:
- Lead inquiry: Create when prospects reach out
- Signed contract: Create only when they become paying clients
- Automatic: Let forms and scheduling create records automatically
Step 4: Connect to existing events
If you have active events, connect them to their client records. New events will connect automatically. Historical linking may take some initial effort but creates valuable relationship visibility.
Step 5: Configure client portals
Set up branded client portal access. Decide what clients can see and do: view events, download documents, send messages. let portal access per client as appropriate.
Start by importing your most active clients. Add historical clients as you encounter them. Perfect data isn't necessary immediately; build complete records over time through normal work.
Client management organization for event planners
Standardizing how you organize client information keeps consistent data quality and makes relationship analysis possible across your client base.
Client record structure
- Company/family info: Company name or family name, industry, size, website
- Primary contact: Name, title, email, phone, timezone
- Additional contacts: Other clients and team members and their roles
- Categorization: Client type (corporate, social, wedding), status (active, past, prospect)
- Preferences: Venue preferences, budget ranges, style preferences
Tagging strategies
- Client status: Active, Past, Prospect, Dormant
- Event type: Wedding, Corporate, Social, Nonprofit (for events you've done)
- Relationship quality: VIP, Standard, Challenging (optional but useful)
- Source: Venue Referral, Vendor Referral, Past Client, Search
Document organization
Keep consistent folders per client:
- Proposals: All proposals sent
- Contracts: Signed agreements
- Invoices: Billing history
- Event files: Timelines, floor plans, vendor contracts
- Communication: Important email threads, meeting notes
Consistent organization makes data useful. When every client has the same structure, you can filter, sort, and analyze across your entire base rather than hunting through inconsistent records.
Client portals for event relationship management
A client portal gives your clients a branded location to access their events, documents, and communication without emailing you for every request.
What clients see in their portal
Each client sees only their own information: active events with status, proposals and contracts, invoices and payment history, shared documents, and communication with your team. The view is personalized to their specific relationship.
Self-service benefits
When clients can access their own information, routine requests disappear:
- "Where are we on the timeline?" - Check portal status
- "Can you resend that invoice?" - Download from portal
- "What did we agree about the venue?" - Contract is accessible
- "I need the floor plan again" - Event documents available
Each self-service action saves you an email, a search, and a response. Multiplied across clients, this time adds up significantly.
Professional presentation
The portal displays your brand: your domain, your logo, your colors. Clients experience your event planning business directly. Consistent branding across all touchpoints reinforces the premium service perception that event planners cultivate.
Relationship extension
The portal isn't just a tool; it's a relationship touchpoint. Clients who engage with their portal stay more connected to your business. They see event activity, notice when planning is happening, and feel partnership rather than just transactional exchange.
Portals transform client relationships from reactive email exchanges to proactive self-service partnerships. Clients get immediate access, and you reclaim hours previously spent on routine information requests.
How to migrate client management to Plutio
Migrating client management involves importing contact records and establishing new workflows. Full transition typically takes 2-4 weeks of parallel running with old tools.
Step 1: Export from current tools
Gather client data from wherever it currently lives:
- HoneyBook/Dubsado: Export contacts and project data
- Spreadsheets: Export any tracking spreadsheets as CSV
- Aisle Planner: Export client and event information
Step 2: Clean and merge duplicate records
Before import, clean your data: remove duplicates, update outdated information, standardize formats. Migration is an opportunity to improve data quality.
Step 3: Import into Plutio (30-60 minutes)
Map fields from your export to Plutio fields. Import in batches if needed. Verify imported records look correct.
Step 4: Run parallel for new work
Update both old and new tools for 2-4 weeks if needed. Parallel running keeps nothing falls through during transition. New clients go directly into Plutio.
Step 5: Cut over completely
Once comfortable, stop updating old tools. Keep read-only access for historical reference. Move all active work to Plutio.
Common migration considerations
- Historical events: Decide whether to recreate old events or start fresh with current work
- Document migration: Move key documents manually; complete archives can stay in old tools
- Team transition: make sure everyone switches together to avoid fragmented data
Focus migration effort on active relationships. Historical clients can be added as they return. Perfect historical data isn't necessary for the tool to provide immediate value.
