Couple planning portal
Their own login with the timeline, budget, suppliers, guest list and messages for their wedding.
Wedding planner software: couple portals & run sheets
Wedding planners: one portal for the whole wedding. Plan more weddings, chase less.
Budgets live in a spreadsheet with six versions. Supplier details are buried in email chains and couples message at 10pm asking what's next. We build planning portals for wedding planners where timelines, suppliers, budgets and guest lists sit in one place, then we host them and look after them.
Looking for wedding planner software that couples and suppliers actually use?
A wedding is hundreds of small details spread across a year. There's a budget, a guest list, a dozen suppliers, a venue with its own rules and a couple with a Pinterest board and a lot of opinions. Most planners hold it together with spreadsheets, Gmail threads, WhatsApp groups and a Word run sheet finished the night before. Multiply that by every wedding on the books and something eventually slips.
Wollopit builds custom software for wedding planners around how you actually plan. Couples log in to see their timeline, budget and tasks. Suppliers see their part of the day and nothing else. RSVPs flow into the seating plan and the caterer's numbers. The run sheet builds itself from what's already booked. We connect the tools you like, replace the ones getting in the way and look after it all on our own servers.
01The problems
What we hear from wedding planners
Does your wedding planning business have these problems? Here's how we'd fix them.
Most planners we talk to are brilliant at weddings and buried in admin. The planning is the fun part. The chasing, retyping and version control is what eats the week.
- The problemBudget spreadsheets with six versionsBudget_FINAL_v3 sits in your Drive, the couple has their own copy and Mum has added a column for the cake.How we fix itOne live budget in the portal. Quotes, deposits and payments update the totals for everyone at once.
- The problemSupplier details lost in email threadsThe florist's quote is in Gmail, the band's contract is in WhatsApp and the celebrant's mobile is on a sticky note.How we fix itA supplier hub for each wedding with contacts, contracts, quotes, arrival times and notes in one spot.
- The problemCouples constantly asking what's nextHave we booked the cake? When's the menu due? What do we do now? The same messages every single week.How we fix itA timeline of tasks counting down to the day. Couples tick off their bits and you see who's falling behind.
- The problemGuest lists that never agreeThe couple's list, the venue's numbers and the seating chart are all different. Dietaries arrive by text.How we fix itOne guest list with online RSVPs, dietaries and plus-ones that flows to the caterer and the seating plan.
- The problemSeating plans on the dining tablePaper cut-outs get shuffled for an hour, then Aunty Sue can't sit near Uncle Ray and you start again.How we fix itA drag and drop seating planner built from the RSVP list with clash notes and a printable venue copy.
- The problemRun sheets built at midnightThe day-of run sheet gets pieced together the week before from emails, memory and an old Word template.How we fix itThe run sheet builds itself from the timeline and supplier bookings. Each supplier sees their own times.
- The problemSupplier payments tracked looselyDeposits, final balances and who pays what live on a notepad. Somebody forgets the band's balance until the morning of.How we fix itPayment due dates for every supplier with reminders to the couple and a clear record of what's paid.
- The problemEnquiries slipping through the cracksLeads come in from the website, Instagram DMs and Easy Weddings. Half get a reply three days late.How we fix itOne enquiry inbox with quick replies, packages sent automatically and follow-up reminders so nobody goes cold.
- The problemProposals and contracts done by handCopy last year's proposal, edit it in Word, export a PDF and chase a signature by email for a fortnight.How we fix itPackage proposals built in minutes with online signing and the deposit invoice ready to pay straight away.
- The problemYour own fees are hard to trackPlanning fees split into deposits and instalments across a year, with Xero and a spreadsheet that never match.How we fix itPayment plans that invoice themselves through Xero with card payments by Stripe and automatic reminders.
- The problemThe team on the day is out of the loopCoordinators carry printed sheets that are already wrong by the time the ceremony starts.How we fix itA day-of app on every phone with the live run sheet, supplier contacts and a checklist that updates as you go.
02What we build
Solutions
What we build for wedding 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.
Live budget tracker
Budget lines, quotes, deposits and balances with live totals that everyone sees the same way.
Supplier hub
Contacts, contracts, quotes, insurance and arrival times for every supplier on every wedding.
Timeline & tasks
Planning checklists that count back from the date with tasks for you, the couple and suppliers.
Guest list & RSVPs
Online RSVPs with dietaries, plus-ones, kids and accommodation notes in one tidy list.
Seating planner
Drag and drop tables from the RSVP list with clash notes, table cards and a venue-ready printout.
Day-of run sheets
Run sheets built from the timeline. Each supplier gets view access to their part of the day.
Supplier payment schedule
Every deposit and balance due date with reminders to the couple and a paid or unpaid view.
Enquiry inbox & CRM
Website, Instagram and directory leads in one place with templates, follow-ups and a pipeline.
Proposals & contracts
Packages, add-ons and online signing with the deposit invoice sent the moment they sign.
Invoicing & payment plans
Your planning fees split into instalments, invoiced through Xero and paid by card.
Day-of coordinator app
The live run sheet, supplier phone numbers and checklists on every team member's phone.
Styling & mood boards
Inspiration images, colour palettes and styling notes shared with the couple and the florist.
A website that books consults
Hand-built and quick on mobile, with packages, real enquiries and a consult booking calendar.
03The systems
The big ones
Every wedding you're planning, on one system.
These are the systems wedding planners ask us about most. Each one works on its own and they get properly clever when they're joined up.
Couple portal
One login with the whole wedding inside it.
Couples log in and see exactly where things are up to. The timeline, budget, suppliers, guest list and messages all live in one place, so they stop asking and start ticking things off.
- Countdown timeline to the big day
- Tasks for the couple with due dates
- Live budget view
- Supplier list with contact details
- Messages kept with the wedding
- Documents and contracts in one spot
- Mood boards and styling notes
- Separate logins for each partner
- Optional view access for parents
- Works nicely on any phone
Budget & payments
A budget everyone reads the same way.
No more spreadsheet versions flying around. Every quote, deposit and balance sits in one live budget with due dates and reminders, so the couple knows what's coming and nobody forgets the band.
- Budget lines by category
- Quoted, booked and paid amounts
- Live totals against the budget
- Supplier deposit and balance dates
- Payment reminders to the couple
- Who's paying notes for families
- Receipts and invoices attached
- Your planning fees as payment plans
- Invoices synced to Xero
- Card payments through Stripe
Supplier hub
Every supplier, every wedding, one place.
Contacts, contracts, quotes and arrival times for every supplier, kept against each wedding. Suppliers get their own view of the run sheet and the details they need without wading through everything else.
- Your preferred supplier directory
- Suppliers linked to each wedding
- Contracts and quotes stored
- Public liability and insurance dates
- Bump-in and arrival times
- Supplier view of their run sheet slots
- Final numbers sent to caterers
- Supplier confirmations tracked
- Notes on who's great to work with
- Bulk updates when plans change
Guests & seating
RSVPs that seat themselves.
Guests RSVP online with their dietaries and plus-ones. The list flows straight into a drag and drop seating plan, then on to the caterer's numbers and the venue's table cards.
- Online RSVP page for each wedding
- Dietaries and allergies captured
- Plus-ones and kids tracked
- RSVP reminders by email and SMS
- Drag and drop seating plan
- Clash notes for tricky relatives
- Dietary counts for the caterer
- Printable table plans and place cards
- Accommodation and transport notes
- Live headcount for the venue
Run sheets & day-of
The run sheet that writes itself.
Your timeline and supplier bookings become the day-of run sheet automatically. Every supplier sees their own times and your team carries the live version on their phones, so a change at 2pm reaches everyone.
- Run sheets built from bookings
- Run sheet templates by venue
- Supplier view access to their slots
- Live changes pushed to phones
- Coordinator checklists on the day
- Supplier phone numbers one tap away
- Emergency kit and backup plans
- Wet weather plan B
- Printable copy for the venue
- Notes for the photographer's shot list
Enquiries & proposals
From first enquiry to signed and paid.
Leads from your website, Instagram and wedding directories land in one inbox. Send a proposal with your packages, get it signed online and have the deposit paid before they've had time to shop around.
- Enquiries from every channel in one inbox
- Reply templates for common questions
- Automatic package info
- Follow-up reminders
- Consult booking calendar
- Pipeline from enquiry to booked
- Proposals with packages and add-ons
- Online contract signing
- Deposit invoice on signing
- Date availability check
04How it changes
Before and after
Wedding week, wolloped.
Here's how the final week before a wedding could change. Every planner works differently, so we map yours first.
Before
- Chase twenty guests for RSVPs by text
- Rebuild the seating chart on the dining table
- Email final numbers to the caterer and hope they're right
- Piece the run sheet together at midnight
- Ring the couple to check the band's balance is paid
- Print run sheets that are wrong by Saturday
After
- RSVP reminders went out on their own
- The seating plan built itself from the RSVP list
- The caterer already has final numbers and dietaries
- The run sheet came straight from the timeline
- The budget shows the band was paid on Tuesday
- Everyone's phone shows the live run sheet
05Services
Everything under one roof
Software, websites and systems for wedding 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 wedding planners
Built around how your wedding planning business actually runs: couple planning portal, live budget tracker and the admin in between, in one system you own.
Websites for wedding planners
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Wedding 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 wedding planners
Supplier hub and timeline & tasks: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Aisle Planner, HoneyBook and Dubsado so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your wedding 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 rely on, work alongside planning platforms you're happy with or replace the ones holding you back.
- Aisle Planner
- HoneyBook
- Dubsado
- Xero
- MYOB
- Stripe
- Square
- Google Calendar
- Gmail
- Outlook
- Mailchimp
- Calendly
- DocuSign
- Canva
- Easy Weddings
- Twilio SMS
- Spotify
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 wedding 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 and walk through a real wedding from enquiry to the last dance, then work out where the hours are going.
- 02
Archi-tech
We plan it before writing code: your couples, suppliers, budgets, guest lists, run sheets, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before your next wedding 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 wedding planners ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can suppliers see the run sheet?
Yes. Suppliers can get view access to their part of the day, so the florist sees bump-in times and the band sees their sets without seeing the budget.
Can couples see their budget and tasks?
Yes. Each couple gets their own login with their timeline, tasks, budget, suppliers and guest list. You decide what they can edit and what they can only view.
Can guests RSVP online?
Yes. Each wedding can have its own RSVP page that captures dietaries and plus-ones. Responses flow straight into the guest list, seating plan and caterer numbers.
We already use Aisle Planner or HoneyBook. Do we have to switch?
No. If a platform is doing its job we build around it and connect what we can. If it's holding you back we'll show you what replacing it would involve before anything changes.
How much does a wedding 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 an RSVP page or enquiry inbox can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Will it work on the day with patchy venue reception?
We can build the day-of app so the run sheet and contacts are saved on the phone and still open when the signal drops at a farm venue.
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 wedding 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 wedding 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.