TLDR (Summary)
The best proposal software for event planners is Plutio ($19/month).
Event planners need proposals that sell the experience, not just list the services. Plutio creates visual proposals with mood boards, portfolio images, tiered packages, and one-click online acceptance that flows directly into contracts and deposits. Clients feel the vision before they see the price.
Event planners using visual, branded proposals close 45% more events because visually appealing presentations convert significantly better than text-only documents.
For additional strategies, read our freelance proposal writing guide.
What is proposal software for event planners?
Proposal software for event planners is specialized software that creates visual, compelling proposals designed to help clients imagine their event while presenting services, packages, and pricing in a format that drives bookings.
The distinction matters: generic proposal tools create documents with line items and totals. Event proposal software creates experiences,mood boards, portfolio galleries, package comparisons, and instant acceptance flows that turn interested leads into booked clients.
What event proposal software actually does
Core functions include creating visual proposals with images, colors, and typography that reflect your brand and the event's aesthetic. You present services as packages that clients can compare, include optional add-ons they can select, embed portfolio images from similar events, and provide online acceptance with deposit collection. Advanced platforms track when clients view proposals, which sections they spend time on, and trigger automated follow-ups based on engagement.
Standalone proposal tools vs integrated event platforms
Standalone applications like Proposify, PandaDoc, or Qwilr create professional proposals but don't connect to your event management workflow. You send the proposal, then manually create the contract, set up the project, and send the invoice when they accept. Integrated platforms like Plutio connect proposals with contracts, invoicing, and project management. When a client accepts your proposal, the contract generates automatically, the deposit invoice sends, and the event project creates,without manual re-entry.
What makes event planner proposals different
Event planners sell experiences that clients can't fully visualize until they happen. A couple booking a wedding is imagining the most important day of their lives. A company booking a conference wants to picture their executives on stage. Your proposal needs to bridge that imagination gap.
Generic proposals with bullet points and line items don't create that vision. Event proposals need mood boards showing the aesthetic, portfolio images from similar events, detailed descriptions of the experience, and clear service tiers so clients understand their options. The proposal is your first design deliverable,a preview of how you'll bring their vision to life.
Event values also vary dramatically. A intimate dinner party and a 400-guest gala both need proposals, but the presentation, package structure, and follow-up sequence differ completely. Proposal software built for event planners handles these variations through templates rather than starting from scratch each time.
When proposals connect to contracts and project management, accepted proposals automatically flow into booked events. The scope clients approved becomes the contract they sign and the project you deliver,no manual copying or risk of mismatched terms.
Why event planners need proposal software
Event planners who send proposals as PDFs, email estimates, or Word documents lose bookings to competitors whose proposals sell the experience rather than just list the services.
Clients comparing event planners often meet with 3-5 options. Your proposal might be technically complete, but if it looks like a contract rather than a vision, you've lost before they read the price.
The comparison shopping problem
Event clients,especially for weddings and significant celebrations,comparison shop extensively. They meet multiple planners, collect proposals, and often make decisions weeks after the initial consultation. During that time, your proposal competes against fading memories of your conversation and sharp presentations from competitors.
According to sales research, proposals with visually appealing cover pages convert 45% better than text-only documents. For event planners selling experiences, that gap is likely even wider.
The time investment problem
Creating custom proposals for each prospect takes significant time. You pull together mood boards, select portfolio images, write custom descriptions, and format everything into a presentable document. If you're quoting 5-10 events per month, proposal creation alone can consume 15-20 hours.
Without templates and reusable content blocks, you're recreating similar proposals from scratch. The creation time often means rushing proposals for warm leads while carefully crafting presentations for prospects you like,the opposite of what conversion optimization would suggest.
The follow-up gap problem
After sending proposals, many event planners rely on memory or calendar reminders to follow up. Without visibility into whether clients opened the proposal, which sections they reviewed, and how long they spent, follow-up feels like guessing. You don't know if they're seriously considering or if your email went to spam.
Proposal tracking shows when clients engage, letting timely, relevant follow-up. "I noticed you were reviewing the wedding coordination package,happy to answer any questions" lands differently than "just checking in on my proposal."
The disconnected workflow problem
When proposals live in a different system than contracts, invoices, and projects, accepted proposals require manual re-creation. You copy scope from the proposal into a contract, create the project with matching deliverables, and send an invoice for the deposit. Each manual step risks errors and consumes time.
Connected proposal software eliminates the manual translation between "accepted proposal" and "active event." The scope clients approved flows directly into contracts, invoices, and project setup,without re-typing or risk of mismatch.
Proposal features event planners need
The essential proposal features for event planners combine visual presentation with package flexibility and instant acceptance flows that convert interested leads into booked events.
Core proposal features
- Visual templates: Create proposals with images, colors, and typography that reflect your brand. Include mood boards, portfolio galleries, and design elements that help clients visualize their event.
- Package presentation: Display service tiers side-by-side so clients can compare options. Highlight what's included in each package and the investment difference between tiers.
- Optional add-ons: Let clients select additional services beyond their base package. Common add-ons for event planners: extra coordination hours, welcome dinner planning, vendor management add-ons, rehearsal coordination.
- Online acceptance: Clients accept proposals with a click, no printing or scanning required. Acceptance triggers the next workflow step automatically.
- Deposit collection: Collect booking deposits at the moment of acceptance. Strike while enthusiasm is high rather than sending a separate invoice later.
- Expiration dates: Set proposal validity periods to create urgency. "This proposal is valid until [date]" encourages timely decisions, especially for competitive dates.
Event planner-specific features
- Portfolio embedding: Include images from similar past events within proposals. Show weddings when proposing weddings, corporate events when proposing conferences.
- Mood board sections: Present creative direction with visual references. Help clients feel the aesthetic before booking.
- Timeline previews: Show the planning timeline so clients understand the journey from booking to event day.
- Testimonial integration: Embed reviews from past clients, especially those with similar events or requirements.
Platform features that multiply value
- Proposal tracking: See when clients open proposals, which sections they view, and how long they spend. Use engagement data to time follow-ups and address concerns.
- Automated follow-ups: Trigger reminder emails when proposals remain unopened or unsigned after set intervals.
- Contract generation: Automatically create contracts from accepted proposals with scope and terms included.
- White-label branding: Custom domain, logo, colors throughout. Clients experience your brand, not software branding.
- Mobile-optimized: Proposals display beautifully on phones and tablets. Clients often review proposals on mobile before sharing with partners or decision-makers.
- Version history: Track proposal revisions when clients request changes. Know exactly what was proposed and when.
The deciding factor for event planners is visual presentation combined with workflow integration. Proposals that look stunning and flow directly into contracts and projects eliminate the friction that costs bookings and wastes time.
Proposal software pricing for event planners
Proposal software for event planners typically costs $19-79 per month, with ROI measured in close rate improvements that pay for the software with a single additional booking.
What event planners typically pay for proposal tools
- Proposify: $19-49/user/month for visual proposals with analytics
- HoneyBook: $16-66/month with event-focused proposals and workflow
- PandaDoc: $19-49/user/month for document automation and e-signatures
- Dubsado: $20-40/month with proposals and client management
- Qwilr: $35-59/user/month for interactive web-based proposals
Standalone proposal tools create professional documents but often require separate systems for contracts, invoicing, and project management,adding to total software costs and manual workflow.
Plutio pricing (February 2026)
- Core: $19/month: Unlimited proposals plus contracts, invoicing, project management, and client portals in one platform.
- Pro: $49/month: Everything in Core plus custom domain, advanced automations, and team collaboration.
- Max: $199/month: Unlimited team members, advanced permissions, full white-labeling, priority support.
The ROI calculation for event planners
- Close rate improvement: Visual proposals with tracking and follow-up automation convert 20-30% better than static documents
- Time savings: Templates reduce proposal creation from 2-3 hours to 30-45 minutes per proposal
- Faster decisions: Online acceptance and deposit collection capture bookings while enthusiasm is high
- Fewer missed follow-ups: Tracking and automation make sure every proposal gets appropriate follow-up
Proposal software ROI for event planners comes through conversion improvement. If you book one additional wedding or corporate event per year because of better proposals, that single booking covers multiple years of software costs.
Why Plutio is the best proposal software for event planners
Plutio handles proposals as part of a complete platform where accepted proposals flow directly into contracts, deposits, and event projects rather than requiring manual re-creation in separate systems.
Complete workflow integration
When a client accepts your proposal in Plutio, the magic happens automatically. The contract generates with the accepted scope and terms. The deposit invoice sends. The event project creates with deliverables matching what they approved. Client records populate. Welcome emails trigger. You go from "accepted proposal" to "fully set up event" without manual data entry.
Visual proposal builder
Create proposals that sell experiences, not just list services. Embed mood boards and inspiration images. Include galleries from similar past events. Present packages with visual comparison. Add video messages for personal touch. Every element helps clients imagine their event.
Package and add-on flexibility
Present service tiers side-by-side so clients understand their options. Let them select add-ons that increase their package value. Interactive pricing updates as they customize, making it easy to say yes to upgrades.
White-label everything
Use your own domain (proposals.yourevents.com instead of plutio.com/yourusername). Upload your logo, set your brand colors and typography. Clients experience your brand throughout,proposals, contracts, portals, invoices. No third-party branding visible.
Proposal tracking and follow-up
Know exactly when clients open your proposal, which sections they view, and how long they spend. Set up automated follow-ups when proposals sit unopened or unsigned. Time your personal outreach based on actual engagement rather than guessing.
Client portals for the complete relationship
Proposals live in branded client portals alongside contracts, invoices, and event documents. Clients return to one place for everything related to their event. The professional, organized experience starts with the proposal and continues through the entire planning process.
No-code automations
Create rules that trigger without your involvement. Common event planner automations: send reminder when proposal unopened after 3 days, notify you when client views proposal, create follow-up task when proposal unsigned after 7 days, send welcome sequence when proposal is accepted. Set up once, runs continuously.
Everything runs from one platform with your branding, your workflow, and your client experience. Instead of switching between proposal software, contract tools, invoicing, and project management, you operate from a single system designed for service businesses.
How to set up proposals in Plutio
Setting up proposals in Plutio takes 3-5 hours for initial template creation, then 30-60 minutes per proposal once your templates, packages, and automations are in place.
Step 1: Define your packages (45 mins)
Document your service tiers before building templates. For event planners, common structures include:
- Full-service planning: Complete planning from engagement to event day
- Partial planning: Planning support with client handling some elements
- Month-of coordination: Final month execution and event day management
- Day-of coordination: Event day management only
Define what's included in each tier, your pricing, and common add-ons clients request.
Step 2: Gather visual content (1 hour)
Collect assets for your proposal templates:
- Portfolio images from past events (organized by event type)
- Mood board elements for different aesthetics
- Team photos and bios
- Client testimonials with permission to use
- Your logo in various formats and brand colors
Step 3: Create proposal templates (2-3 hours)
Build 3-4 templates for your common event types:
- Wedding proposal: Full-service with romantic aesthetic options
- Corporate event proposal: Professional presentation with logistics focus
- Social event proposal: Celebration-focused with creative options
- Coordination-only proposal: simplified for limited-service engagements
Step 4: Set up automations (30 mins)
Configure proposal-related automations:
- Reminder when proposal unopened after 3 days
- Notification when client views proposal
- Follow-up task when unsigned after 7 days
- Welcome sequence when proposal accepted
Step 5: Connect acceptance workflow (30 mins)
Configure what happens when proposals are accepted:
- Contract generation with scope included
- Deposit invoice creation and sending
- Project setup with event tasks
- Client portal access activation
Step 6: Test with one real proposal
Send a proposal to your next qualified lead using your new templates. Note what works, what needs adjustment, and refine based on real client interaction rather than hypothetical scenarios.
Template investment supports consistent, compelling proposals for every opportunity. The 3-5 hours of initial setup saves 1-2 hours per proposal going forward while improving close rates.
Proposal templates for event planners
Proposal templates encode your best presentation so every prospect receives compelling, consistent proposals regardless of how busy you are when they inquire.
Essential template types for event planners
- Wedding proposal: Full experience presentation with romantic visuals and celebration focus
- Corporate event proposal: Professional presentation emphasizing logistics, timeline, and ROI
- Social celebration proposal: Party and milestone event focus with creative flexibility
- Coordination proposal: simplified for month-of or day-of services
Recommended proposal structure
- Cover page: Event name, client names, your branding,sets the tone immediately
- Understanding section: Reflect back what they told you about their vision and priorities
- Vision/concept: Mood board and creative direction showing how you'll bring their event to life
- Services included: Clear breakdown of what each package covers
- Planning timeline: Visual timeline from booking to event day
- Portfolio: Images from similar past events (weddings for weddings, corporate for corporate)
- Investment: Package pricing with clear comparison and add-on options
- Testimonials: Relevant client reviews, ideally from similar events
- Next steps: Clear acceptance path with deposit and contract flow
Package presentation proven methods
- Present 2-3 tiers maximum,too many options create decision paralysis
- Name packages evocatively (not "Basic/Standard/Premium")
- Highlight the most popular or recommended option
- Show value difference between tiers, not just price difference
- Place add-ons after main packages, not competing with them
Visual content guidelines
- Use images from events similar to what you're proposing
- Include mood boards that match the client's stated aesthetic
- Keep image quality high,compressed images undermine premium positioning
- Balance visuals with enough white space to feel clean, not cluttered
Templates make sure every proposal represents your best work. Busy weeks don't mean rushed proposals,templates maintain quality while reducing creation time from hours to minutes.
Client portals for event planners: proposal experience
Client portals provide a branded environment where proposals live alongside the complete event planning relationship, creating professional impressions from first interaction through event day.
Proposal presentation through portals
When clients access proposals through the branded portal rather than email attachments, you control the experience. They see your branding, your navigation, your professional environment. The proposal feels like entering your office rather than opening a file.
First impression advantage
For prospects comparing multiple event planners, the proposal experience signals what working with you will be like. A professional, branded portal suggests organized, professional event execution. A PDF attachment suggests... a PDF attachment.
Event clients,especially for weddings and significant celebrations,are buying trust as much as services. The portal experience builds that trust before you've delivered anything.
Beyond proposal viewing
When prospects accept and become clients, their portal relationship continues. Proposals, contracts, invoices, planning documents, and event timelines all live in one place. The professional experience you established during sales continues through delivery.
Easy sharing with decision-makers
Event bookings often involve multiple decision-makers: couples, families, corporate committees. Portal access makes it easy to share proposals with clients and team members. Send the portal link, and everyone can review with your full branding and presentation intact,no forwarding attachments that lose formatting.
Mobile accessibility
Prospects often review proposals on phones before discussing with partners or committees. Portal-based proposals render beautifully on any device, maintaining your presentation quality regardless of how clients access them.
Revision management
When clients request proposal changes, updated versions appear in their portal automatically. No confusion about which attachment is current. They always see the latest version, and you have history of what was proposed when.
Portal-based proposals transform document delivery into relationship initiation. The professional experience clients encounter during sales continues through the entire event planning engagement.
How to migrate When proposals to Plutio
Migration from another proposal tool typically takes 4-6 hours of active work spread over a weekend, with the best time to switch being during a slower booking period when you can learn the new system without deadline pressure.
Step 1: Audit your current proposals
Before migrating, review your existing proposals to identify what works:
- Which proposal templates have the highest close rates?
- What sections do clients mention positively?
- What questions do clients ask that When proposals should address?
- Which visual elements get the strongest response?
Use this audit to build better templates in Plutio rather than just copying your current approach.
Step 2: Export content and assets
Gather reusable elements from your current system:
- Portfolio images (highest quality versions)
- Package descriptions and pricing
- Testimonials with client permission
- Mood board elements and inspiration images
- Team bios and photos
Step 3: Build templates in Plutio (3-4 hours)
Create new templates that incorporate your best content with Plutio's capabilities. Start with your highest-volume proposal type. Build one complete template, test it, then create variations for other event types.
Step 4: Configure acceptance workflow (30 mins)
Set up what happens when proposals are accepted:
- Contract generation from accepted scope
- Deposit invoice creation
- Project setup automation
- Welcome email sequences
Step 5: Set up tracking and follow-up (30 mins)
Configure proposal tracking notifications and automated follow-up sequences. Define your follow-up cadence for unopened and unsigned proposals.
Step 6: Run parallel for active leads
Use Plutio for new inquiries while finishing proposals in progress on your old system. Avoid switching mid-proposal with active prospects. Once pending proposals resolve, cancel the old subscription.
Common migration pitfalls to avoid
- Copying bad templates: Use migration as an opportunity to improve, not just transfer
- Over-designing initially: Start with clean, functional templates and refine based on feedback
- Ignoring mobile preview: Check how proposals look on phones before sending
- Skipping automation setup: Configure follow-ups during migration, not as an afterthought
Migration investment pays back with every proposal sent. Better templates, integrated workflow, and automated follow-up compound into higher close rates and time savings over months and years.
