Wedding planner CRM
Coordinating weddings is not a contact-management problem, it is a capacity problem. StoonOS keeps the client, the suppliers, the guest numbers, the documents and the work in flight for every wedding together — so the tenth wedding costs you attention, not another coordinator.
StoonOS is in private beta. Access is by request, and there is nothing to buy today.
The short version
What a wedding planner CRM actually is.
A CRM for a planning business is not a prettier address book. It is the operational record of every wedding you are running: who the couple is, which suppliers are on the date, what the guest numbers currently are, what has been quoted and agreed, and what still has to happen.
Below a certain number of weddings you can carry that in your head and in a spreadsheet. The problem is that the head does not scale and the spreadsheet does not have state — it cannot tell you what changed, what is late, or what somebody else was supposed to do. That is the gap a CRM fills, and it is the difference between taking on the next wedding and taking on the next coordinator.
Coverage
The questions it answers without you assembling the answer.
Which weddings need me today?
One view of the work in flight across every event, with what is overdue and what is blocked. Not ten separate projects you have to open one at a time.
Where does each wedding actually stand?
Each event holds its own state — the client, the suppliers, the documents, the guest numbers, the budget, the tasks — so answering “how is it going?” is reading, not reconstructing.
Who is confirmed for this date?
The vendor directory holds your suppliers, their contacts and the services they provide, and you can see which of them is attached to which wedding.
What have we committed on spend?
Planned, approved and actual costs per wedding in one currency, so the budget conversation happens against numbers rather than recollections.
What has the couple been told?
Proposals and contracts are versioned and attached to the event, and the couple can open their own portal to see the details and documents you released to them.
What happens on the day?
A run-of-show timeline per event, kept in the same workspace as everything else, so the schedule is not the one document that lives somewhere else.
Scope
What StoonOS is not.
It is not a seating-chart or floor-plan tool, and it does not design anything. It is not an accounting package — it tracks the budget for a wedding 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 a bookkeeping or accounting system and it does not connect to one. It is not a venue-management system, and it is not a marketplace.
It is also not a general-purpose project manager with events bolted on. Suppliers, guest lists, budgets, proposals and contracts are part of the model, because for a planning business they are the work.
What is in StoonOS today
In the product today
- One workspace per wedding, holding the client, suppliers, documents, guests, tasks, timeline and budget together
- An enquiry pipeline that turns into client records on your approval, with conversion from lead to client
- A private vendor directory: relationships, contacts and the services each supplier provides
- Guest lists with public RSVP links, and responses recorded back onto the list
- Tasks with subtasks, dependencies and overdue flags, visible across every live wedding at once
- A run-of-show timeline for each event
- Proposals with line items and calculated totals, accepted by the client from a private link
- Contracts with version history, sent by private link — your client signs or declines there after a one-time email code
- A passwordless portal where each client sees their event and the documents released to them
- Budgets with planned, approved and actual costs, in one currency per budget
- Client payments: a deposit requested against the signed contract, the balance set out as a payment schedule, 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
- Your country, currency, time zone and language set per organisation — GBP included
Not in StoonOS yet
- Seating charts, floor plans and table planning
- Signature fields placed on a PDF, multi-signer flows, or a countersignature from you
- AI beyond enquiry intake — no assistant, drafting or planning automation
- Automated import of existing clients and weddings from another tool
- Accounting integrations, VAT or tax handling
Frequently asked questions
What is a CRM for wedding planners?
It is the record of every couple you are talking to and every wedding you are running: enquiries, the clients you have taken on, the suppliers and documents attached to each date, and where the work stands. StoonOS keeps that in one workspace rather than across an inbox, a spreadsheet and a group chat.
Can StoonOS manage vendors and guest lists?
Yes. You keep a private vendor directory with your relationships, their contacts and the services they provide, and you can see who is working on which date. Guest lists are held per wedding with a public RSVP link you can send out, and responses come back onto the list.
Can StoonOS handle proposals and contracts for planners?
Yes. Proposals are built from line items with the totals calculated and a version kept on every edit, and a couple accepts one from a private link using a one-time code sent to their email. Contracts follow the same pattern: drafted, versioned, sent by private link, and signed or declined there after a one-time code. It is not a full e-signature platform — there is no countersignature and no multi-signer flow.
Do I need a CRM if I only run a handful of weddings a year?
At a handful, a spreadsheet and a careful calendar can hold it. The point where it stops working is usually when two weddings overlap and the coordination between them — suppliers, guest numbers, documents, the run of show — starts being carried in someone’s head.
How is this different from a project-management app?
A project tool holds tasks. StoonOS holds the client relationship and the operational record around each wedding — suppliers, guests, budgets, documents, proposals and contracts — with tasks as one part of it rather than the whole product. It is shaped around events, not around generic projects.
Where to go next
- StoonOS for wedding plannersThe same product from the planning side: the problems it removes, the end-to-end workflow, and what it deliberately leaves alone.
- HoneyBook alternative for UK businessesComparing a client-work tool for a UK business: currency, invoicing expectations, and where the operational work lives.
- Dubsado alternative for UK businessesThe same comparison from the delivery side — how far the tool follows you past the paperwork.
- Wedding photographer CRMThe photographer equivalent, if you shoot the weddings rather than coordinate them.
Run the next season with the same team.
Request access and we will show you the workspace on a wedding that overlaps with two others — which is where coordination usually breaks.