Package builder
Themes, guest numbers and extras priced live, with packages for kids parties, adult birthdays and milestone events.
Party planner software: packages, add-ons & deposits
Party planners: pick the theme, add the extras, pay the deposit. Packages that sell themselves.
Enquiries land in your DMs at 10pm, the same package gets explained twenty times a week and deposits get chased right up to the Friday before. We build package builders, booking and planning systems for party planners that price everything, lock in the date and keep every detail in one place. Then we host them and look after them.
Looking for party planner booking software that actually sells your packages?
Party planning sells on themes and extras. A parent wants a mermaid party for twelve kids with a balloon garland, a grazing table and a face painter. Working that out over Messenger takes a dozen messages, a price list screenshot and three follow-ups before anyone pays a cent. Then the details live in your texts, the suppliers are booked by voice message and the props calendar is in your head.
Wollopit builds custom party planning software around how your business actually runs. Clients build their own package online and see the price as they go. They check your real availability and pay a deposit to lock the date. After that a planning checklist collects the details, suppliers get confirmed and the run sheet writes itself. We connect the tools you already use, like Square, Stripe and Xero, then host and look after the whole thing.
01The problems
What we hear from party planners
Does your party planning business have these problems? Here's how we'd fix them.
Most party planners we talk to are brilliant at making a backyard look like a fairytale. The admin behind it is a mess of DMs, screenshots and sticky notes, right up until two parties land on the same Saturday.
- The problemEnquiries by DMEvery Instagram message starts with 'how much for a unicorn party?' and ends with you typing out the same price list again.How we fix itA package builder on your website. Pick the theme, guest numbers and extras and see the price before they ever message you.
- The problemThemes explained over and overParents want to see what 'jungle safari' actually looks like, so you're scrolling your camera roll for photos at 10pm.How we fix itTheme galleries with real photos from parties you've styled, each linked straight to the package that books it.
- The problemAdd-ons forgottenThe balloon garland got mentioned once in a voice message and nobody wrote it down. Now it's the morning of the party.How we fix itAdd-ons chosen in the builder, priced on the spot and printed on the run sheet so nothing slips through.
- The problemDeposits chasedDates get 'held' on a promise, then the client goes quiet and you've turned away two other bookings for that weekend.How we fix itOnline deposits at checkout. No deposit, no date. Unpaid holds release themselves after a set time.
- The problemDouble bookings on busy weekendsTwo Saturday parties, one set of props, one van and a calendar that only really exists in your head.How we fix itLive availability for dates, staff, vehicles and hire gear so the builder only offers what you can actually deliver.
- The problemPlanning details scatteredBirthday kid's name, age, allergies, venue access and start time spread across texts, emails and a notebook.How we fix itA planning checklist the client fills in after booking, with friendly reminders until every detail is in.
- The problemSuppliers booked by textThe cake maker, entertainer, jumping castle and face painter are all confirmed in different chats. Or not confirmed at all.How we fix itSupplier bookings tracked per party with confirmations, arrival times and their cost against your margin.
- The problemProps go missingThe gold backdrop is still in someone's boot from last week and half the fairy wands came back broken.How we fix itProp and hire stock booked against each party, with pack lists going out and return checks coming back.
- The problemBigger events need custom quotesCorporate Christmas parties and 21sts don't fit a package, so every quote is built from scratch in a Word doc.How we fix itCustom quotes built from your own pricing, sent as a link and accepted and paid online.
- The problemFinal numbers change last minuteGuest count jumps by eight the week before and the balance invoice never quite gets updated.How we fix itA final numbers cutoff, automatic price updates and balance invoices sent through Xero before the day.
- The problemLast year's clients never come backYou styled little Mia's fifth birthday beautifully. Her sixth got booked with someone else because nobody reminded her mum.How we fix itBirthday rebooking reminders that go out weeks before next year's party, with last year's photos attached.
02What we build
Solutions
What we build for party planners. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Theme galleries
Real photos from your parties grouped by theme, each with a 'build this party' button.
Add-ons & extras
Balloon garlands, cakes, grazing tables, entertainers, lolly bags and hire gear added in a tap.
Online deposits & balances
Deposits to lock the date, balances due before the party and optional payment plans through Stripe or Square.
Availability calendar
Dates, staff, vans and props in one calendar so you never promise the same Saturday twice.
Planning checklists
Names, ages, allergies, venue details and timings collected after booking with automatic reminders.
Supplier bookings
Cake makers, entertainers and hire companies booked per party, confirmed and tracked against your costs.
Prop & hire stock
Backdrops, tables, tableware and decorations reserved per booking, with damage and return checks.
Custom quotes
Quotes for corporate events, 21sts and big milestones built from your pricing and accepted online.
Run sheets & pack lists
Every party's timeline, setup notes and pack list on your phone the morning of.
Travel fees by suburb
Delivery and setup fees worked out by postcode or distance so the price is right first time.
Rebooking reminders
Next year's birthday nudge, review requests and photo galleries sent after the party.
A website that books parties
Hand-built, quick on mobile, with your galleries and package builder, built to rank for 'party planner near me'.
03The systems
The big ones
Your whole party business, on one system.
These are the systems party planners ask us about most. Each one works on its own. Join them up and the admin mostly takes care of itself.
Package builder
Clients build their own party. You just turn up and style it.
Parents and party hosts pick a theme, set the guest numbers and add the extras they want, with the price updating as they go. No more typing out price lists in DMs. By the time they reach you they've already chosen.
- Themes with photos and inclusions
- Guest numbers priced per head or tiered
- Add-ons with live pricing
- Kids, adult and milestone packages
- Travel fees by suburb or distance
- Seasonal and limited-run themes
- Promo codes and bundle deals
- Works on any phone
- Embeds on your existing website
Bookings & deposits
No deposit, no date. Simple.
Your real availability shows in the builder so clients only pick dates you can actually do. A deposit locks it in and the balance invoice goes out on its own before the party. Unpaid holds release themselves so you stop losing weekends to maybes.
- Live date and time availability
- Staff, van and prop clashes blocked
- Deposits at checkout
- Automatic balance invoices
- Optional payment plans
- Unpaid holds released automatically
- Final numbers cutoff
- Payments synced to Xero or MYOB
- Cancellation and reschedule rules
Planning & run sheets
Every detail in one place, not forty texts.
After booking, the client gets a planning checklist for names, ages, allergies, venue access and timings. Reminders keep nudging until it's done. On the day you open the party on your phone and the run sheet, pack list and contacts are all there.
- Planning checklist sent after booking
- Allergy and dietary notes
- Venue access and parking details
- Reminders until it's complete
- Run sheet built automatically
- Pack list from the package and add-ons
- Client and supplier contacts per party
- Setup photos and notes
- Day-before SMS confirmation
Suppliers & stock
Cakes confirmed. Backdrops back on the shelf.
Every supplier for every party is booked and confirmed in one place, with their arrival time and what they cost you. Props and hire gear are reserved against each booking so nothing gets promised twice. Return checks pick up breakages before the next party does.
- Supplier list with rates and contacts
- Booking requests sent per party
- Confirmations tracked
- Supplier costs against your margin
- Props and hire stock reserved per booking
- Pack out and return checks
- Damage and missing item notes
- Reorder alerts for consumables
- Margin per party at a glance
04How it changes
Before and after
A first birthday, wolloped.
Here's how one first birthday booking could change. Every party business runs a bit differently, so we map yours first.
Before
- Mum DMs asking what a first birthday costs
- You type out the packages and themes again
- Screenshots of old parties sent one by one
- The cake smash add-on gets forgotten
- Deposit chased for a week while the date sits held
- Allergies mentioned in a text you can't find
After
- Mum finds your package builder on Google
- She picks the theme from your gallery
- Guest numbers and extras priced as she goes
- Cake smash and balloon arch added in the builder
- Deposit paid and the date locked in
- Planning checklist collects every detail by itself
05Services
Everything under one roof
Software, websites and systems for party planners.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for party planners
Built around how your party planning business actually runs: package builder, theme galleries and the admin in between, in one system you own.
Websites for party planners
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Party planning business system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for party planners
Add-ons & extras and online deposits & balances: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Stripe, Square and Afterpay so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your party planning business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you already rely on, work alongside the booking and payment apps you're happy with or replace the ones holding you back.
- Stripe
- Square
- Afterpay
- Xero
- MYOB
- Google Calendar
- Mailchimp
- Twilio SMS
- Google Business Profile
- Canva
- Shopify
- WooCommerce
- Squarespace
- Wix
- Jotform
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your party planning business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit down with you, your packages and your busiest weekend calendar, then work out where the hours and the bookings are slipping away.
- 02
Archi-tech
We plan it before writing code: your themes, pricing, add-ons, deposits, suppliers, props, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the package builder first, so you get a win before the next busy season.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things party planners ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can parents see photos of previous parties?
Yes. Theme galleries show real parties you've done, grouped by theme, with a button to build that party straight from the photos.
Does the price update as clients add extras?
Yes. Guest numbers, add-ons and travel fees all update the total live. Clients see exactly what they're paying before they book.
Can we take deposits and payment plans?
Yes. A deposit locks the date at checkout and the balance invoice goes out automatically before the party. Payment plans can be switched on if you offer them.
Can it stop us double booking props or staff?
Yes. Dates, staff, vans and hire gear are all tracked against each booking so the builder only offers what you can actually deliver.
We already use Square and Xero. Do we have to switch?
No. We build around what's already working. Payments can run through Square or Stripe and invoices flow into Xero or MYOB. If something's holding you back we'll show you what replacing it would involve first.
How much does a party planning system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like a package builder or theme gallery can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most party planners we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a party planning business problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.