For wedding planners
Manage more weddings without multiplying the team.
StoonOS holds every wedding you are running — the couples, the suppliers, the guest lists, the documents and the work in flight — in one workspace, so coordination stops depending on who happens to remember what.
StoonOS is onboarding a first group of UK wedding professionals. Access is by request.
The problem
Ten weddings, ten versions of the truth.
A couple asks how planning is going, and answering properly means opening four tools and reconstructing the answer. A supplier changes a time, and only the person who took the call knows. Guest numbers exist in three spreadsheets and none of them is current. The run of show gets rebuilt the night before, again.
The work is not the problem. The problem is that the state of ten weddings lives in ten places, and every one of them has to be reconciled by hand before you can answer a simple question or hand over a single task.
The signs it has outgrown the current setup
- A status update you assemble by hand
- A vendor change only one person knows about
- Guest numbers in three spreadsheets
- Contracts in a folder nobody can find
- A run of show rebuilt the night before
What it does
Every wedding in one workspace, and the season in one view.
A workspace per wedding
The date, the couple, the vendors, the documents, the tasks and the timeline for that wedding live together. A handover stops starting with “where is the latest version?”
Enquiries and clients in one pipeline
Enquiries arrive in one place — pasted in, or read from a connected Gmail inbox with the details proposed for your approval — and become clients when you say so.
Vendors, contacts and who is doing what
A private directory of the suppliers you actually use, with their contacts, the services they provide, and which of them is working on which date.
Guest lists and RSVP
Build the guest list per wedding and send a public RSVP link. Responses land back on the list rather than in your messages, and the numbers stay current.
Tasks and the run of show
Assign the work, track subtasks, and see what is blocked or overdue across every wedding at once. Then build the run of show for the day on the event itself, rather than rebuilding it per person.
Budgets per wedding
Planned, approved and actual costs for each wedding in one currency, so “where are we on spend?” is a page you open rather than a spreadsheet you rebuild.
The workflow
How a wedding runs through StoonOS.
- 01
The enquiry arrives
Pasted in or read from your inbox, with the details proposed for you to check rather than retype.
- 02
It becomes a client
Qualify the lead, then convert it. The enquiry, the history and the contact details come with it.
- 03
The wedding gets a workspace
Vendors, documents, tasks, guests and the budget for that date, all attached to the event.
- 04
The work is tracked
Assignments with dependencies and overdue flags, across every wedding you are currently running.
- 05
The couple can look for themselves
They open their own portal and read the event details and the documents you have released to them.
- 06
The day runs from one timeline
One run of show, held on the event and visible to everyone on your team who is working it — not six versions on six phones.
Scope
Operational software, not everything software.
What it takes off your plate
Writing the same status update five times, reconciling guest numbers across spreadsheets, forwarding screenshots to suppliers, and keeping four versions of the same run of show in sync.
What it does not do
StoonOS is not a venue-management system, a seating-chart designer, an accounting package or a design tool. It runs the operational side of your weddings; your accounting software and your design tools stay where they are.
What is in StoonOS today
In the product today
- A workspace per event, holding the client, vendors, documents, guests, tasks, timeline and budget for that wedding
- Enquiries in one pipeline, with details proposed from the text or a connected Gmail inbox and human approval before a lead is created
- Leads, clients and contacts, with conversion from lead to client
- A private vendor directory with relationships, contacts and the services each supplier provides
- Guest lists per event, with a public RSVP link and responses recorded back on the list
- Tasks with subtasks, dependencies and overdue flags, visible across every live event
- A run-of-show timeline per event
- Documents uploaded, versioned and downloaded
- Proposals with line items, calculated totals and version history, accepted by the client from a private link
- Contracts drafted, versioned and shared by private link, signed by your client after a one-time code sent to their email
- Budgets with planned, approved and actual costs, in one currency per budget
- Deposit requests and payment schedules: a deposit requested on the signed contract, the balance split into scheduled installments, and invoices your clients can open from a private link. Payments are made to you directly and recorded in StoonOS; it does not take card or online payments
- Outbound email from your own Gmail account
- A passwordless client portal showing each client their event details and the documents marked as client-visible
- Your country, currency, time zone and language set per organisation — GBP included
Not in StoonOS yet
- Signature fields placed on a PDF, multi-signer flows, or a countersignature from you
- Seating charts, floor plans and table planning
- AI beyond enquiry intake — no assistant, drafting or planning automation
- Check-in, QR codes or on-the-day scanning
- Automated import of your existing clients and weddings from another tool
- Accounting integrations, VAT or tax handling
Frequently asked questions
Can StoonOS run several weddings at once?
Yes. Each wedding has its own workspace with its own vendors, guests, documents, tasks, timeline and budget, and the tasks view shows what is overdue or blocked across all of them. One organisation can hold as many events as you are running.
Is StoonOS suitable for a small planning team?
It is designed for small teams — the two-to-twenty-person operation where everyone already does several jobs. You can invite the people you work with into the same workspace, and nothing in the product assumes a larger headcount.
Where is StoonOS available?
StoonOS is browser-based, and each organisation configures its own country, currency, time zone and language. It does not currently automate VAT, sales tax, or accounting workflows. StoonOS is currently in private beta; public market availability has not been announced.
Does StoonOS replace my accounting or design software?
No. It tracks the budget for a wedding — planned, approved and actual costs — and it can raise invoices and request the deposit and the scheduled payments, which you record as they arrive, but it does not take card or online payments, it is not an accounting package, there is no bookkeeping or tax handling, and it has no integrations with accounting tools today. Seating charts and floor plans are also outside it.
How do I get access for my team, not just myself?
Access is by request, and we are onboarding a first group of UK wedding professionals. Tell us how many people you work with when you ask, so we can bring the right people in. There is no open sign-up and no free trial to register for.
Where to go next
- Wedding planner CRMWhat a CRM covers for a planning business: the client record, the coordination across events, and the parts it leaves alone.
- HoneyBook alternative for UK businessesIf you are comparing tools: what to check about currency, client paperwork and where the operational work lives.
- Dubsado alternative for UK businessesThe same comparison from the delivery side — how far a client-management tool follows you past the paperwork.
- See the whole productThe capability list on the homepage, covering events, vendors, guests and the rest of the workspace.
Take on the next season without taking on more headcount.
We are onboarding a first group of UK wedding planners. Request access and we will be in touch.