TLDR (Summary)
The best invoicing software for event planners is Plutio ($19/month).
Event planners need invoicing that collects deposits when clients book, bills milestone payments as planning progresses, and keeps final balances are paid before event day. Plutio creates branded invoices with automatic payment reminders, connects billing to contracts and event timelines, and supports multiple payment methods so clients can pay however they prefer.
Event planners using structured payment schedules get paid 11 days faster on average because deposits secure commitment and milestone billing maintains cash flow throughout the planning process.
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What is invoicing software for event planners?
Invoicing software for event planners is specialized billing software that handles the unique payment patterns of event businesses: deposits at booking, milestone payments during planning, and final balance collection before event day.
The distinction matters: generic invoicing tools send a single bill for completed work. Event planners need payment schedules that span weeks or months, with deposits securing dates, progress payments funding vendor commitments, and final balances cleared before setup begins.
What event planner invoicing software actually does
Core functions include creating payment schedules with multiple invoices tied to planning milestones, collecting deposits that secure event dates, tracking which invoices are paid versus outstanding, sending automated reminders at intervals you choose, and providing clients with a professional portal to view their payment timeline. Advanced platforms connect invoices to contracts, so payment terms match what clients signed, and to event timelines, so milestone billing reflects actual planning progress.
Standalone invoicing vs integrated event platforms
Standalone applications like FreshBooks, Square Invoices, or Wave handle invoicing as an isolated function. You enter client details manually, create line items from scratch, and track payment status in a separate system from your event planning tools. Integrated platforms like Plutio connect invoicing with proposals, contracts, event projects, and client communication. When a client books, the payment schedule generates automatically based on the contract terms. When you hit a planning milestone, the next invoice triggers.
What makes event planner invoicing different
Event planners face payment scenarios that generic invoicing struggles with: retainer deposits that hold dates, progress payments that fund vendor deposits, final balances due before setup begins, and add-on services that get invoiced separately from the main package. Without invoicing that understands event planning, you're manually creating each invoice, tracking due dates in spreadsheets, and hoping clients pay before you need to make vendor payments.
Event values also vary dramatically. A backyard birthday party and a 300-guest wedding both need invoicing, but the payment structure, timeline, and follow-up sequence differ completely. Invoicing software built for event planners handles these variations through templates rather than manual setup each time.
When invoicing connects to contracts, event timelines, and vendor payment schedules, you see the complete financial picture of each event. It's easy to see when client payments are due, when vendor payments are due, and whether you have the cash flow to cover the gap.
Why event planners need invoicing software
Event planners who manage more than a handful of events face a cash flow timing problem: vendor deposits are due weeks before client final payments arrive, and the gap can strain your business.
Without invoicing software that enforces payment schedules, event planners absorb the risk of client payment delays. You pay venue deposits, caterer retainers, and rental fees from your own cash while waiting for clients to pay invoices you sent but haven't followed up on.
The cash flow timing problem
Event planning has a unique cash flow pattern: vendors require deposits 30-90 days before events, but clients often don't pay final balances until you send reminders. According to FreshBooks research, the average invoice is paid 20 days late. For event planners, that means vendor payments come due while client payments are still outstanding.
If you're managing five weddings with $15,000 vendor commitments each, late client payments can leave you covering $75,000 in vendor deposits from your own reserves. Many event planners hit cash flow crises not because they're unprofitable, but because their invoicing doesn't enforce payment timing.
The scattered payment tracking problem
Event planners often track payments across multiple spreadsheets, bank accounts, and email threads. One client paid their deposit via Venmo, another mailed a check, a third used a credit card through your payment processor. Without centralized tracking, you're reconciling payments manually and risking missed follow-ups on outstanding balances.
The friction compounds when events overlap. During busy season, you might have 8-12 events in various planning stages, each with their own payment schedule. Manual tracking across disconnected tools leads to missed invoices, forgotten follow-ups, and awkward conversations when you realize a payment is 30 days late.
The professional presentation problem
Event planners sell experiences, and the billing process is part of that experience. Sending a hasty PayPal request or a plain-text invoice doesn't match the level of service you're delivering. Clients who pay $25,000+ for weddings expect branded, professional invoicing that reflects the quality of your work.
Invoicing software creates branded payment experiences: your logo, your colors, your payment portal. Clients feel like they're working with an established business, not an individual scrambling with spreadsheets.
The scaling tipping point
Event planners hit a threshold around 15-20 events per year where manual invoicing breaks down. At this point, you're either spending evenings chasing payments instead of resting, or you're accepting late payments as normal. Payment follow-ups become a part-time job, and the stress of cash flow uncertainty affects your ability to focus on planning.
Connected invoicing software enforces payment schedules automatically. Deposits are due at booking, milestone payments trigger as planning progresses, and final balances are collected before event day,without you manually tracking each date and sending reminders.
Invoicing features event planners need
The essential invoicing features for event planners connect billing to event timelines while handling deposits, milestones, and final payments that event businesses require.
Core invoicing features
- Payment schedules: Create multi-invoice schedules with deposits, milestones, and final balances. Link each payment to a specific planning phase. Track all payments in a unified view.
- Deposit collection: Collect booking deposits that secure event dates. Industry standard is 25-50% deposit. Plutio connects deposits to remaining balance calculations.
- Multiple payment methods: Accept credit cards through Stripe (2.9% + $0.30 per transaction), bank transfers via ACH (typically 0.8%), PayPal, or checks. Offering multiple options increases payment speed and client convenience.
- Automated reminders: Configure reminders before due dates, on due dates, and at intervals after. Reminders send automatically without you drafting messages or remembering to check status.
- Custom templates: Create branded invoice templates with your logo, colors, and payment terms. Build different templates for full-service events, day-of coordination, hourly consulting, and add-on services.
- Late fees: Apply late fees automatically when payments pass due dates. Common practice is 1.5-2% monthly or $25-50 flat fee. Fees create incentive for timely payment.
Event planner-specific features
- Milestone billing: Split event payments across planning phases. Each milestone triggers its own invoice when you mark that phase complete: design approved, vendors booked, final walkthrough done.
- Contract-invoice linking: Connect invoices to signed contracts so payment terms match what clients agreed to. When scope changes require contract amendments, payment schedules update accordingly.
- Add-on invoicing: Bill separately for services added during planning: extra coordination hours, additional vendors, extended timeline coverage. Track add-ons distinctly from the original package.
- Vendor payment tracking: Monitor your outgoing vendor payments alongside incoming client payments. See the cash flow picture of each event: what you owe vendors, what clients owe you, and the margin between them.
Platform features that multiply value
- White-label branding: Custom domain, logo, colors, and fonts. All client-facing invoices and payment portals show your brand. Clients never see the software vendor's name.
- Client portals: Clients view all their invoices, payment history, and upcoming payments in one branded portal. They pay directly without waiting for you to send links.
- Recurring billing: For retainer clients or monthly planning services, schedule invoices that send automatically on set dates.
- Expense tracking: Log event expenses with receipts attached. Pass through vendor costs to clients at cost or with markup (10-15% is common for procurement services).
- Mobile apps: iOS and Android apps for sending invoices, checking payment status, and processing on-the-go payments from anywhere.
- Automations: Create rules that trigger actions without your involvement: send reminder 7 days before due date, notify you when payment is received, create task when payment is late.
The deciding factor for event planners is payment schedule sophistication. Invoicing software that handles deposits, milestones, and final balances as a coordinated system eliminates the manual tracking that consumes hours during busy event season.
Invoicing software pricing for event planners
Invoicing software for event planners typically costs $15-50 per month, with integrated platforms providing complete functionality at similar prices to standalone invoicing tools.
What event planners typically pay for invoicing
- FreshBooks: $17-55/month for invoicing plus expense tracking
- QuickBooks: $30-200/month (includes full accounting, may exceed event planner needs)
- Wave: Free invoicing with 2.9% + $0.60 per transaction for payments
- HoneyBook: $16-66/month with event-focused invoicing and contracts
- Square Invoices: Free invoicing with 2.9% + $0.30 per card transaction
Free tools work for simple invoicing but typically lack payment schedules, milestone billing, and the automation features that event planners need for efficient operations.
Plutio pricing (February 2026)
- Core: $19/month: Unlimited invoicing with payment schedules plus contracts, proposals, time tracking, and project management in one platform.
- Pro: $49/month: Everything in Core plus client portal, custom domain, and advanced automations.
- Max: $199/month: Unlimited team members, advanced permissions, full white-labeling, priority support.
The ROI calculation for event planners
- Faster payment collection: Automated reminders and easy payment methods reduce average collection time by 1-2 weeks
- Reduced follow-up time: Automatic payment reminders eliminate 2-4 hours per week of manual follow-up during busy season
- Better cash flow timing: Enforced deposit collection and milestone billing fund vendor payments without cash flow gaps
- Professional impression: Branded invoicing matches the premium experience you deliver at events
Invoicing software ROI for event planners comes primarily through cash flow timing. When deposits and milestones are collected on schedule, you fund vendor commitments from client payments rather than from your reserves.
Why Plutio is the best invoicing for event planners
Plutio handles invoicing as part of a complete platform where proposals, contracts, event timelines, and client communication work together rather than as separate tools requiring manual connection.
Complete workflow integration
When a client accepts your proposal, Plutio automatically creates the event project, sets up the payment schedule based on your defined milestones, and prepares the contract for signing. When they sign, the deposit invoice generates. When you complete a planning milestone, the next invoice triggers. Every step connects to the next without copying data between systems or remembering to send invoices manually.
Payment schedules that match event planning
Plutio's payment schedules understand how event planners work. Set up deposits at booking, milestone payments when designs are approved or vendors are confirmed, and final balance collection 2-4 weeks before event day. Each payment connects to your event timeline, so billing reflects actual planning progress rather than arbitrary dates.
White-label everything
Use your own domain (clients.yourevents.com instead of plutio.com/yourusername). Upload your logo, set your brand colors and typography. Every client-facing touchpoint shows your brand: proposals, contracts, invoices, payment receipts, and portals. Clients never see "Plutio" or any indication you're using third-party software. Professional presentation matters for event planners because billing is part of the premium experience you're selling.
Unified inbox for all client communication
When a client asks about their payment schedule, responds to an invoice, or has questions about their event, the message appears in one inbox. Reply directly without opening email. Conversation history stays attached to that client's record, so you have context when they book another event or refer friends.
Granular permissions
Control exactly who sees what. Day-of coordinators see their assigned events. Clients see their portal, invoices, and documents. Neither sees your internal pricing notes, profit margins, or other clients' data.
No-code automations
Create rules that trigger actions without your involvement. Common event planner automations: send payment reminder 7 days before due date, notify you when a client views an invoice, create follow-up task when payment is 3 days late, send thank-you email when final payment is received. Set up once during initial configuration, runs continuously without attention.
Native integrations
Connect Stripe and PayPal for payments with no additional configuration. Sync Google Calendar or Outlook for event dates and planning meetings. Push financial data to QuickBooks or Xero for accounting. Use Zapier to connect with specialized event tools. Plutio handles the core workflow while integrating with tools where deeper functionality is needed.
Everything runs from one app with your branding, your payment schedules, and your workflow logic. Instead of switching between invoicing software, contract tools, project management, and email to manage one event, you operate from a single platform designed for service business billing.
How to set up invoicing in Plutio
Setting up invoicing in Plutio takes 2-4 hours for initial configuration, then 10-15 minutes per event once your payment schedules, templates, and integrations are in place.
Step 1: Configure default settings (30 mins)
Set your default payment terms (deposit percentage, milestone splits, final balance timing), preferred currency, and tax settings. Establish your late fee policy (1.5-2% monthly is common) and reminder schedule. These defaults apply automatically unless overridden for specific clients.
Step 2: Create payment schedule templates (1-2 hours)
Build 3-5 templates covering your common event types. For event planners, recommended templates include:
- Full-service event: 50% deposit at booking, 25% when design is approved, 25% final balance 14 days before event.
- Day-of coordination: 50% deposit at booking, 50% final payment 7 days before event.
- Hourly consulting: Deposit to secure time, then monthly billing for hours used.
- Month-of planning: 50% deposit, 50% due 30 days before event when intensive planning begins.
- Add-on services: Billed separately as services are confirmed, due upon receipt.
Step 3: Connect payment processing (20 mins)
Link Stripe and/or PayPal to accept online payments. Both take 2.9% + $0.30 per card transaction. Consider offering ACH bank transfer (typically 0.8%) for larger payments,many clients prefer this for deposits over $2,000. Test each payment method with a small real transaction.
Step 4: Set up automations (30 mins)
Configure automatic payment reminders: 7 days before due, on due date, 3 days after, 7 days after. Set up notifications when clients view or pay invoices. Create tasks that trigger when payments are significantly late.
Step 5: Set up integrations (30 mins)
Connect your calendar (Google Calendar or Outlook) for event dates. Link your accounting software (QuickBooks or Xero) for financial sync. If you use specialized event tools, explore Zapier connections.
Step 6: Test with one real event
Run through the complete workflow with an actual client: send proposal, convert to event, generate payment schedule, send deposit invoice, confirm receipt. Real interaction reveals friction that test scenarios miss.
Common setup mistakes to avoid
- Overly complex payment schedules: Start with 2-3 payment milestones. You can add complexity later if needed.
- Ignoring mobile: Download mobile apps during setup and test sending invoices and checking payment status.
- Weak reminder sequences: Configure multiple reminders. One reminder before the due date isn't enough,most payments need follow-up.
Build templates for your most common event types. Handle unusual events by customizing the closest template rather than creating templates for every possible scenario upfront.
Invoice templates for event planners
Invoice templates encode your standard payment structures so you can generate accurate billing for each event type without starting from scratch.
Essential invoice types for event planners
- Booking deposit invoice: Secures the event date, typically 25-50% of total
- Milestone invoice: Bills for planning phase completion (design approved, vendors booked)
- Final balance invoice: Collects remaining amount 2-4 weeks before event day
- Add-on invoice: Bills for services added after initial contract
- Hourly invoice: Bills for consulting or day-of coordination at hourly rate
Full-service event template structure
- Deposit: 50% of total at booking, due upon contract signing
- Planning milestone: 25% when design concept is approved, typically 60-90 days before event
- Final balance: 25% due 14-21 days before event day, before final vendor payments
Day-of coordination template structure
- Deposit: 50% at booking to secure the date
- Final payment: 50% due 7 days before event, before final walkthrough
Hourly consulting template structure
- Retainer deposit: 5-10 hours prepaid at booking
- Monthly billing: Hours used beyond retainer, billed monthly with detailed time log
Template proven methods for event planners
- Clear description of what each payment covers
- Payment due dates aligned with planning milestones, not arbitrary dates
- Multiple payment options listed prominently
- Late fee policy stated clearly
- Branding consistent with When proposals and contracts
Invoice templates reduce per-event setup time from 30+ minutes to under 5 minutes. Consistent templates also make sure you don't accidentally omit payment milestones or apply incorrect terms.
Client portals for event planners: invoice access
Client portals provide self-service invoice access and payment within a branded, professional environment that matches your event planning services.
Invoice viewing through portals
Clients access current and historical invoices through the branded portal. They see their complete payment schedule: deposits paid, upcoming milestones, and final balance due date. No email requests for copies or payment history,clients find everything themselves.
Payment through portals
Clients pay directly from the portal invoice view. Click the invoice, choose payment method, complete transaction. Saved payment methods make repeat payments even faster. One-click payment for milestone invoices increases collection speed.
Payment schedule visibility
Event clients especially value seeing their complete payment timeline. They can budget for upcoming payments, understand what they've paid versus what remains, and feel informed about their financial commitment. Payment visibility reduces questions and builds trust.
Mobile accessibility
Clients check and pay invoices from their phones. During busy event planning periods, clients appreciate the ability to fast review and pay invoices without logging into email or finding sent links.
Document integration
Portals often combine invoice access with contracts, proposals, and event documents. Clients have one place for all event paperwork, making their experience more organized and professional.
Professional experience
Portal invoice access extends your brand experience to financial interactions. Event clients paying $10,000-50,000+ expect branded, professional billing. A branded portal with easy payment matches the level of service you're delivering at their event.
Portal invoice access transforms billing from transaction to service. Clients get a better experience while you handle fewer "where's my invoice" requests.
How to migrate invoicing to Plutio
Migration from another invoicing tool typically takes 3-5 hours of active work spread over a weekend, with the best time to switch being between events rather than mid-planning when you have active payment schedules.
Step 1: Export from your current tool
Most invoicing software provides CSV export for client data and invoice history. Here's what to export from common tools:
- FreshBooks: Export clients and invoice history from Settings > Import/Export. Download copies of important documents.
- HoneyBook: Export contacts and project data. Note active payment schedules for manual recreation.
- QuickBooks: Export customer list and invoice history from Reports. Download transaction records for reference.
- Square Invoices: Export customer and invoice data from the dashboard.
Step 2: Build templates in Plutio (2-3 hours)
Create payment schedule templates for your common event types. Start with your most frequent event type. Use your exported data as reference for typical payment structures, amounts, and timing.
Step 3: Set up integrations (30 mins)
Connect payment processing (Stripe, PayPal), calendar sync (Google Calendar, Outlook), and accounting software (QuickBooks, Xero). Test each integration with a sample transaction to make sure data flows correctly.
Step 4: Import client data (30 mins)
Upload your client CSV to Plutio. Map fields appropriately (name, email, company, phone, address). For clients with upcoming events, create their event records and set up payment schedules.
Step 5: Run parallel for in-progress events
Use Plutio for all new event bookings while keeping your old system active for events already in planning with established payment schedules. Running parallel avoids the complexity of migrating mid-event payment schedules. As existing events complete, those clients transition to Plutio for future bookings.
Step 6: Phase out the old tool
Once all active events on your old system complete (typically 30-90 days depending on your planning timelines), cancel that subscription. Maintain read-only access to historical records if the tool allows, or export final archives before cancellation.
Common migration pitfalls to avoid
- Migrating mid-payment-schedule: Finish existing payment schedules on the old system. Start new bookings on Plutio.
- Not testing payment processing: Verify payment methods work with a real small transaction before relying on them for client deposits.
- Skipping automation setup: Configure reminder sequences during migration, not as an afterthought.
- Trying to migrate everything: Focus on active clients and upcoming events. Historical data can remain in archives.
The investment in migration pays back in time saved on every future event, payment schedule, and client interaction. Plan for a weekend of setup and a few weeks of adjustment, then benefit from automated billing going forward.
