Wedding Planner Invoice Template
A wedding planner invoice bills package, lists services, labour and travel on separate lines and states the terms (Retainer at signing, installments by planning milestone, final payment 30 days before the wedding). This template is pre-filled for partial planning for a 150-guest wedding: vendor sourcing, timeline, rehearsal and wedding-day coordination: 8 lines totalling $5,095.50 before tax. Edit it and download the PDF.
Pre-filled for a wedding planner: partial planning for a 150-guest wedding: vendor sourcing, timeline, rehearsal and wedding-day coordination. Example prices: replace them with your own.
From
Oak Lane Wedding Planning
478 Market Street
Madison, WI 53703
billing@example.com
(312) 555-0178
Invoice
Bill to
Alex Morgan
63 Linden Place
Fairview, OR 97024
client@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Partial planning packageStarts six months out; vendor shortlist, budget tracker, four planning meetings | 1 package | $3,500.00 | $3,500.00 |
| Additional planning meetingsBeyond the four included in the package | 3 hr | $95.00 | $285.00 |
| Venue walkthroughs with vendors | 2 visit | $150.00 | $300.00 |
| Rehearsal coordinationUp to 90 minutes at the ceremony site | 1 each | $250.00 | $250.00 |
| Assistant coordinator, wedding day | 10 hr | $40.00 | $400.00 |
| Overtime past the 10-hour wedding-day coverage | 1.5 hr | $125.00 | $187.50 |
| Day-of emergency kit and suppliesSewing kit, steamer, stain remover, first aid | 1 each | $75.00 | $75.00 |
| Mileage to out-of-area venue | 140 mile | $0.70 | $98.00 |
- Subtotal
- $5,095.50
- Balance due
- $5,095.50
Notes
Thank you for choosing Oak Lane Wedding Planning. Terms: Retainer at signing, installments by planning milestone, final payment 30 days before the wedding.
Payment details
Bank transfer or card. Please quote the invoice number.
Made with Billwise - invoice-pdf-maker-app.web.app
Preview of the PDF. Everything stays in your browser: nothing is uploaded.
Wedding Planner invoice at a glance
| Typical job | Partial planning for a 150-guest wedding: vendor sourcing, timeline, rehearsal and wedding-day coordination |
|---|---|
| Main billing unit | package |
| Usual payment terms | Retainer at signing, installments by planning milestone, final payment 30 days before the wedding |
| Deposit practice | Planners usually take a non-refundable retainer at contract signing, because accepting one couple for a date means turning other weddings away. |
| Sample lines | 8 lines, $5,095.50 before tax |
| Largest line | Partial planning package: $3,500.00 (69%) |
| Labour hours billed | 11.5 h, $587.50 |
| Trade-specific fields | Wedding date, Ceremony and reception venues, Couple's names, Guest count, Package tier, Contract no. |
Sample wedding planner invoice line items
Partial planning for a 150-guest wedding: vendor sourcing, timeline, rehearsal and wedding-day coordination: 8 lines adding up to $5,095.50, split into services $4,335.00 (85%), labour $587.50 (12%) and travel $98.00 (2%).
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Partial planning package (Starts six months out; vendor shortlist, budget tracker, four planning meetings) | 1 package | $3,500.00 | $3,500.00 |
| Additional planning meetings (Beyond the four included in the package) | 3 hr | $95.00 | $285.00 |
| Venue walkthroughs with vendors | 2 visit | $150.00 | $300.00 |
| Rehearsal coordination (Up to 90 minutes at the ceremony site) | 1 each | $250.00 | $250.00 |
| Assistant coordinator, wedding day | 10 hr | $40.00 | $400.00 |
| Overtime past the 10-hour wedding-day coverage | 1.5 hr | $125.00 | $187.50 |
| Day-of emergency kit and supplies (Sewing kit, steamer, stain remover, first aid) | 1 each | $75.00 | $75.00 |
| Mileage to out-of-area venue | 140 mile | $0.70 | $98.00 |
| Subtotal | $5,095.50 | ||
| Total before tax | $5,095.50 |
What a wedding planner invoice should include
- Your wedding planning business name, address, phone and email, plus a tax ID if you are registered
- The customer's name and billing address (Alex Morgan in the sample)
- A unique invoice number (INV-4652) and the issue date
- Payment terms and a due date: Retainer at signing, installments by planning milestone, final payment 30 days before the wedding
- Wedding date: for example 18 November 2026
- Ceremony and reception venues: for example 63 Linden Place
- Couple's names: for example See notes
- Guest count: for example 89 guests
- Line items in package or per item, each with quantity, rate and amount
- How to pay you: bank details, card link or cheque payee
How wedding planners bill
Charges a flat package fee for full planning, partial planning or day-of coordination, or a percentage of the wedding budget, with extra meetings, assistants and overtime billed on top.
Wedding planners commonly use "Retainer at signing, installments by planning milestone, final payment 30 days before the wedding", so payment is due 30 days after the invoice date. Planners usually take a non-refundable retainer at contract signing, because accepting one couple for a date means turning other weddings away.
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Meeting, Convention, and Event Planners $28.58 (employees, not contractor rates). The sample's $40.00 per hour for "Assistant coordinator, wedding day" is 1.4 times that employee figure; a business rate also has to cover insurance, tools, travel, unbilled admin time and profit.
Wedding Planner invoicing tips
- Keep vendor prices off your invoice unless you actually pay those vendors; listing the caterer's or florist's totals on a planner's bill blurs who owes whom and can look like a hidden markup.
- If you receive referral commissions from vendors, disclose them in the invoice notes or contract, since couples who discover an undisclosed commission later tend to treat it as a breach of trust.
- Print the wedding-day coverage window, for example ten hours from vendor load-in to grand exit, so a reception that runs past midnight becomes a clear overtime line instead of a favor.
- When the fee is a percentage of the budget, show the budget figure it was calculated on and the date it was fixed, so a growing guest list does not reopen the fee halfway through planning.
Wedding Planner billing disputes to head off
- Couples who postpone often expect the retainer to follow them to the new date. Stating whether and until when the retainer transfers prevents a refund fight months later.
- Day-of coordination quietly turns into full planning through weekly calls and vendor hunting; logging each extra meeting as an hourly line makes the scope creep visible before the final installment.
Work a wedding planner can bill for
Core tasks of Meeting, Convention, and Event Planners (O*NET 13-1121.00, O*NET 29.x task statements, CC BY 4.0). Each can become a line on the invoice.
- Consult with customers to determine objectives and requirements for events, such as meetings, conferences, and conventions.
- Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.
- Confer with staff at a chosen event site to coordinate details.
- Review event bills for accuracy and approve payment.
- Plan and develop programs, agendas, budgets, and services according to customer requirements.
- Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security.
How to make a wedding planner invoice
-
Add both parties
Enter Oak Lane Wedding Planning (your business) and the customer, Alex Morgan, then wedding date.
-
Number and terms
Give it a unique number such as INV-4652 and set the terms to Retainer at signing, installments by planning milestone, final payment 30 days before the wedding.
-
List the work
One line per item: the sample runs from "Partial planning package" (1 package) to "Mileage to out-of-area venue" (140 mile).
-
Check the total
The 8 lines come to $5,095.50; add sales tax only if your state taxes wedding planning.
-
Download and send
Download the PDF or print it, then keep a copy with the wedding planning records.
Frequently asked questions
How do I make a wedding planner invoice?
Add your wedding planning business details, the customer, wedding date, ceremony and reception venues, couple's names and guest count, then one line per item with quantity and rate. The template above is pre-filled with 8 lines for partial planning for a 150-guest wedding: vendor sourcing, timeline, rehearsal and wedding-day coordination totalling $5,095.50; change the prices and download the PDF.
How do wedding planners charge?
Mostly package. Charges a flat package fee for full planning, partial planning or day-of coordination, or a percentage of the wedding budget, with extra meetings, assistants and overtime billed on top.
When should a wedding planner invoice be paid?
Retainer at signing, installments by planning milestone, final payment 30 days before the wedding is the usual arrangement. Planners usually take a non-refundable retainer at contract signing, because accepting one couple for a date means turning other weddings away. Put the terms and the due date on the invoice so there is no doubt.
How much do wedding planners earn per hour?
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Meeting, Convention, and Event Planners $28.58 (employees, not contractor rates). Self-employed rates are usually higher because they cover overhead and unbilled time.