TLDR (Summary)
The best proposal software for wedding planners is Plutio ($19/month).
Wedding planners need proposals that sell the experience, not just list the planning services. Plutio creates visual proposals with mood boards, portfolio images from past weddings, tiered service packages, and one-click acceptance that flows directly into contracts and retainer collection. Couples feel the vision before they see the price.
According to GetAccept research, proposals with visual elements convert 45% better than text-only documents. For wedding planners selling an inherently visual experience, that conversion gap is likely even wider.
For additional strategies, read our freelance proposal writing guide.
What is proposal software for wedding planners?
Proposal software for wedding planners is specialized software that creates visual, compelling proposals designed to help couples imagine their wedding day while presenting service tiers, packages, and pricing in a format that drives bookings.
The distinction matters: generic proposal tools create documents with line items and totals. Wedding proposal software creates experiences with mood boards, portfolio galleries from past weddings, service tier comparisons, and instant acceptance flows that turn consultations into booked weddings.
What wedding proposal software actually does
Core functions include creating visual proposals with images, colors, and typography reflecting your brand and the couple's aesthetic. Services present as tiered packages (day-of, partial, full-service), with optional add-ons like rehearsal dinner coordination, portfolio images from similar past weddings, and online acceptance with retainer collection. Beyond document creation, proposal software tracks engagement: when a couple opens the proposal, which sections hold their attention longest, and whether they've shared the link with family or a partner. Engagement data turns guesswork follow-ups into informed outreach based on actual viewing behavior.
Standalone proposal tools vs integrated wedding platforms
Standalone tools like Proposify or PandaDoc create professional proposals but don't connect to your wedding workflow. The proposal gets sent, then the contract gets created manually, the wedding project gets set up separately, and the retainer invoice goes out from yet another tool. Integrated platforms like Plutio connect proposals with contracts, invoicing, and project management. When a couple accepts, the contract generates, retainer sends, and wedding project creates automatically.
What makes wedding planner proposals different
Wedding planners sell experiences that couples can't fully visualize until their wedding day. A couple booking a wedding is imagining the most important day of their lives. The proposal needs to bridge that imagination gap with mood boards showing the aesthetic, portfolio images from similar weddings, detailed descriptions of the planning experience, and clear service tiers so couples understand their options. Unlike a web designer who can show mockups or an accountant who delivers defined services, wedding planners sell a 6-18 month relationship where trust, taste, and organizational ability all factor into the decision. The proposal carries that burden: conveying not just what gets done, but how the couple will feel throughout the process.
When proposals connect to contracts and project management, accepted proposals automatically flow into booked weddings. The scope couples approved becomes the contract they sign and the wedding you deliver.
Why wedding planners need proposal software
Wedding planners who send proposals as PDFs or email estimates lose bookings to competitors whose proposals sell the wedding vision rather than just list planning services.
Engaged couples comparing wedding planners typically meet with 3-5 options. A proposal competes against fading memories of the consultation and well-designed presentations from other planners.
The imagination gap problem
Wedding planning is one of the few service industries where the client can't see the final product until the day it happens. A couple booking a wedding planner is buying trust, taste, and coordination ability based almost entirely on imagination. Proposals that include mood boards, portfolio images from similar past weddings, and a visual planning timeline bridge that imagination gap. According to GetAccept research, proposals with visual elements convert 45% better than text-only documents. A PDF with line items leaves the couple imagining on their own. A visual proposal does the imagining for them.
The consultation-to-booking conversion challenge
Many wedding planners find that a significant portion of consultations don't convert. The drop-off between "great meeting" and "signed contract" often comes down to proposal quality. After meeting 3-5 planners, couples compare proposals side by side. The planner whose proposal showed mood boards, portfolio images, and tiered packages wins over the planner whose PDF had line items and a total at the bottom. During peak engagement season (November through February), inquiry volume spikes, and every unconverted consultation represents a lost booking that another planner captured with a visual presentation with mood boards and portfolio galleries.
The service tier presentation challenge
Wedding planners typically offer 2-4 service tiers: day-of coordination, partial planning, full-service planning, and sometimes destination wedding packages. Presenting these tiers as simple line items with different prices invites price comparison. Presenting them as different experiences with visual examples, scope descriptions, and past wedding portfolios for each tier invites value comparison. The difference between "day-of is $2,500 and full-service is $10,000" versus showing what each experience actually looks like determines which tier couples choose and whether they book at all.
The disconnected workflow problem
When proposals live in a different system than contracts, invoices, and projects, accepted proposals require manual re-creation. Scope gets copied into a contract, the project gets created separately, and a retainer invoice gets sent from yet another tool. Each manual step risks errors and consumes time during the busiest booking season.
Connected proposal software eliminates the manual translation between "accepted proposal" and "booked wedding." The scope couples approved flows directly into contracts, retainer invoices, and project setup without re-typing or risk of mismatch.
Proposal features wedding planners need
The essential proposal features for wedding planners combine visual presentation with service tier flexibility and instant acceptance flows that convert consultations into booked weddings.
Core proposal features
- Visual templates: Create proposals with images, colors, and typography reflecting your brand. Include mood boards, portfolio galleries, and design elements that help couples visualize their wedding.
- Service tier presentation: Display day-of, partial, and full-service packages side-by-side so couples compare options and understand the value difference between tiers.
- Optional add-ons: Let couples select additional services: rehearsal dinner coordination, welcome party planning, honeymoon departure management.
- Online acceptance: Couples accept with a click, no printing or scanning required. Acceptance triggers contract generation and retainer collection.
- Retainer collection at acceptance: Collect the booking retainer at the moment of acceptance while enthusiasm is high.
- Expiration dates: Set proposal validity periods. Essential for peak-date weddings where another couple may book the same date.
Wedding planner-specific features
- Portfolio embedding: Include images from similar past weddings. Show garden weddings when proposing garden weddings, ballroom celebrations when proposing ballroom events.
- Mood board sections: Present creative direction with visual references. Help couples feel the aesthetic before booking.
- Planning timeline preview: Show the 6-18 month planning journey from booking to wedding day.
- Testimonial integration: Embed reviews from past couples, especially those with similar wedding styles or venues.
Platform features that multiply value
- White-label proposals: Couples receive proposals from yourbrand.com with your logo and colors. Mood boards, packages, and pricing arrive under your planning firm identity rather than generic software branding.
- Acceptance-to-contract flow: When a couple clicks accept on your proposal, the contract generates with the exact scope they approved and the retainer invoice sends immediately. No re-typing package details into a separate tool.
- Mobile proposal viewing: Couples share proposals with parents and partners on their phones. Gallery images scale correctly, service tiers stack cleanly, and the accept button stays accessible on any screen size.
Proposal software earns its cost when accepted packages flow into contracts, timelines, and invoicing. Proposals that look stunning and flow directly into contracts and wedding projects eliminate the friction that costs bookings and wastes time.
Proposal software pricing for wedding planners
Proposal software for wedding 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 wedding planners typically pay for proposal tools
- Proposify: $19-49/user/month for visual proposals
- HoneyBook: $36-129/month with wedding-focused proposals
- PandaDoc: $19-49/user/month for document automation
- Dubsado: $20-40/month with proposals and client management included
Standalone tools create professional documents but require separate systems for contracts, invoicing, and project management. When combining a standalone proposal tool ($19-49/month) with separate contract software ($15-30/month) and invoicing ($10-20/month), total costs often exceed integrated solutions that include all three.
Plutio pricing (February 2026)
- Core: $19/month: Unlimited proposals plus contracts, invoicing, project management, and couple portals.
- Pro: $49/month: Custom domain, advanced automations, and team collaboration.
- Max: $199/month: Unlimited team, full white-labeling, priority support.
The ROI calculation for wedding planners
- Close rate improvement: Visual proposals with embedded photos and package comparisons tend to outperform plain documents
- Time savings: Templates reduce proposal creation from 2-3 hours to 30-45 minutes
- Faster bookings: Online acceptance with retainer collection captures bookings while enthusiasm is high
If you book one additional wedding per year because of better proposals, that single booking ($5,000-15,000) covers years of software costs.
Why Plutio is the best proposal software for wedding planners
When a couple accepts your Plutio proposal, the contract generates, the retainer invoice sends, and the wedding project creates automatically, so you move straight into planning instead of re-entering details across three different tools.
Complete workflow integration
When a couple accepts your proposal, the contract generates with the accepted scope. The retainer invoice sends. The wedding project creates with milestones matching what they approved. Couple records populate with names, wedding date, venue, and guest count from the intake form. Welcome emails trigger with next steps and portal access. The entire journey from "accepted proposal" to "fully set up wedding" happens without manual data entry, so you can focus on the first planning session rather than spending an hour recreating information across separate tools.
Visual proposal builder
Create proposals that sell the wedding experience. Embed mood boards and inspiration images. Include galleries from similar past weddings. Present service tiers with visual comparison. Every element helps couples imagine their wedding day. Drag-and-drop layout means you control the flow: cover image, then vision narrative, then mood board, then service packages, then portfolio proof, then acceptance button. The proposal reads like a story rather than a spreadsheet.
Service tier flexibility
Present day-of coordination, partial planning, and full-service packages side-by-side. Let couples select add-ons that increase package value. Interactive pricing updates as they customize. Name packages to match your brand vocabulary ("Garden Party," "Grand Celebration," "Dream Wedding") rather than generic tiers. Each package includes a description of what the couple experiences, not just what gets delivered.
White-label everything
Use your own domain. Upload your logo, set brand colors. Couples experience your brand throughout proposals, contracts, portals, and invoices. Premium branding supports premium pricing. When a couple receives a proposal from proposals.yourbrand.com rather than app.sometool.com, the perception shifts from "using software" to "professional planning firm with custom tools." For planners charging $8,000-15,000+ per wedding, that brand perception matters.
Proposal tracking and follow-up
Know when couples open proposals, which sections they view, and how long they spend. Set up automated follow-ups for unopened or unsigned proposals. Time outreach based on actual engagement. When a couple spends 8 minutes reviewing the full-service package but only 30 seconds on the day-of option, that data shapes your follow-up conversation toward the tier they're most interested in.
No-code automations
Send reminder when proposal unopened after 3 days, notify when couple views proposal, create follow-up task when unsigned after 7 days, send welcome sequence when accepted. Set up once, and the automations run continuously through every booking season. During January and February when inquiry volume peaks, automated follow-ups make sure no proposal falls through the cracks while you're focused on consultations and event execution for already-booked weddings.
Proposals, contracts, retainer collection, and wedding project setup all happen in one branded environment. Instead of switching between proposal software, contract tools, invoicing, and project management, you operate from a single system.
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 templates and automations are in place.
Step 1: Define your service packages (45 mins)
Document your service tiers:
- Full-service planning: Complete planning from engagement through wedding day (12-18 months)
- Partial planning: Vendor coordination support with couple handling some elements
- Month-of coordination: Final month execution and wedding day management
- Day-of coordination: Wedding day management only
Step 2: Gather visual content (1 hour)
Collect portfolio images organized by wedding style (garden, ballroom, beach, rustic, modern), mood board elements that reflect your aesthetic range, team photos, and client testimonials from couples who match your target market. Organize images into folders by style so future proposals pull from the right collection without re-searching your photo library every time.
Step 3: Create proposal templates (2-3 hours)
Build templates for your common engagement types: full-service wedding, partial planning, coordination-only, and destination wedding proposals. Each template should include placeholder sections for couple-specific details (names, date, venue, vision notes from the consultation) so customization takes minutes instead of hours. Start with your most commonly requested package and perfect that template before building variations for other service tiers.
Step 4: Set up automations (30 mins)
Configure proposal tracking notifications and follow-up sequences for unopened and unsigned proposals. A recommended sequence: internal notification when a couple opens the proposal, reminder email after 3 days if unsigned, follow-up task created after 7 days, and final notice before the proposal expires.
Step 5: Connect acceptance workflow (30 mins)
Configure contract generation, retainer invoice creation, and wedding project setup to trigger on acceptance. Test the full flow with a sample proposal to confirm every step fires correctly: acceptance click, contract with correct scope, retainer invoice with correct amount, project with correct milestones, and welcome email with portal access link.
Common setup mistakes to avoid
- Building too many package variations: Start with 2-3 core service tiers (full-service, partial, coordination) and one add-on menu. Couples overwhelmed by 6+ options delay decisions or choose the cheapest tier by default. You can always create custom proposals for unusual requests without maintaining a template for every possibility.
- Not previewing the couple view before sending: Open your proposal as the couple will see it on desktop and mobile. Check that images load correctly, service tier comparisons display side by side, pricing calculates accurately with add-ons, and the acceptance button works. A broken or misaligned proposal undermines the premium experience you are selling.
- Skipping portfolio and gallery integration: Text-only proposals with line items and totals compete on price alone. Including 3-5 images from similar past weddings, a mood board section, and at least one testimonial helps couples visualize the experience and shifts the decision from cost comparison to value assessment.
Template investment supports consistent, compelling proposals for every consultation. The 3-5 hours of setup saves 1-2 hours per proposal while improving close rates throughout booking season.
Proposal templates for wedding planners
Proposal templates encode your best presentation so every engaged couple receives compelling, consistent proposals regardless of how busy you are during booking season.
Recommended proposal structure
- Cover page: Couple names, wedding date, your branding
- Understanding section: Reflect their vision and priorities from the consultation
- Vision/concept: Mood board and creative direction
- Services included: Clear breakdown per service tier
- Planning timeline: Visual 6-18 month journey from booking to wedding day
- Portfolio: Images from similar past weddings
- Investment: Service tier pricing with comparison and add-on options
- Testimonials: Reviews from past couples with similar weddings
- Next steps: Acceptance path with retainer and contract flow
Service tier presentation proven methods
- Present 2-3 tiers maximum to avoid decision paralysis
- Name packages evocatively (not "Basic/Standard/Premium") to create emotional connection with the experience
- Highlight the most popular or recommended tier with a visual badge or border
- Show value difference between tiers, not just price. What additional experiences does each tier include?
- Place add-ons after main packages so couples see the core options before adding extras like rehearsal dinner coordination or welcome party planning
- Include a short description under each tier summarizing the planning experience, not just the deliverables
Templates make sure every proposal represents your best work. Busy booking seasons don't mean rushed proposals. Templates maintain quality while reducing creation time from hours to minutes.
Couple portals for wedding planners: proposal experience
Couple portals provide a branded environment where proposals live alongside the complete wedding planning relationship.
First impression advantage
For engaged couples comparing 3-5 wedding planners, the proposal experience signals what working with you will be like. A professional, branded portal suggests organized, professional wedding execution. Couples buying trust as much as services respond to this presentation quality. When a couple logs into a branded portal with your logo, colors, and domain versus opening a generic PDF attachment, the perception gap is immediate. The portal experience says "organized and professional" before a single word gets read.
Easy sharing with decision-makers
Wedding bookings often involve both partners, families, and sometimes financial contributors. Portal access makes it easy to share proposals with everyone involved in the decision. Send the portal link and everyone reviews with your full branding and presentation intact. Parents contributing financially can review package details and pricing on their own time without needing a separate meeting or phone call to walk through options.
Beyond proposal viewing
When couples accept and become clients, their portal continues. Proposals, contracts, invoices, planning documents, and timelines all live in one branded place throughout the 6-18 month engagement. The same URL they bookmarked during the proposal phase becomes their planning hub for vendor details, timeline updates, budget tracking, and communication with your team. No new logins, no new apps, no lost links.
Mobile accessibility
Couples often review proposals on phones before discussing with partners and families. Portal-based proposals render beautifully on any device, with images scaling correctly, service tiers stacking vertically, and acceptance buttons remaining accessible. A proposal that looks broken on a phone loses the booking before the couple even reads the content.
Portal-based proposals transform document delivery into relationship initiation. The professional experience couples encounter during booking continues through the entire wedding planning engagement.
How to migrate proposals to Plutio
Migration from another proposal tool typically takes 4-6 hours, with the best time to switch being during a slower booking period.
Step 1: Audit your current proposals
Review existing proposals: which templates have the highest close rates? What sections do couples mention positively? Which proposals led to bookings versus which ones went cold? Use this audit to identify your strongest presentation elements and carry those into Plutio's template builder.
Step 2: Export content and assets
Gather portfolio images, package descriptions, testimonials, mood board elements, and team bios from your current system. Download everything locally before canceling the old tool so nothing gets lost when the subscription ends.
Step 3: Build templates in Plutio (3-4 hours)
Create new templates incorporating your best content. Start with your highest-volume proposal type, usually full-service wedding or partial planning. Build one complete template with mood board sections, portfolio galleries, service tier pricing, and acceptance flow. Test the complete acceptance workflow from start to finish: proposal view, acceptance click, contract generation, retainer invoice. Once the first template works perfectly, create variations for other service types.
Step 4: Configure acceptance workflow (30 mins)
Set up contract generation, retainer collection, and project creation for accepted proposals.
Step 5: Run parallel for active leads
Use Plutio for new inquiries while finishing proposals in progress on your old system. Active leads with proposals already sent should complete on the original platform to avoid confusion. New inquiries starting from scratch go directly into Plutio with the new templates and acceptance workflow.
Once migrated, every new proposal carries your best mood boards, portfolio images, and package structures from day one. Couples see a complete, branded presentation within hours of the consultation instead of waiting while you rebuild from scratch.
