How to Use Ripluo for Wedding Planning

Wedding planning is one of the most detail-intensive jobs in the events industry. You are managing a couple's biggest day - coordinating venues, caterers, florists, photographers, DJs, officiant schedules, guest logistics, and the couple's ever-evolving vision - all while keeping the budget on track and your own business running. Spreadsheets and sticky notes are not going to cut it.

This guide walks you through how to use Ripluo as your all-in-one wedding planning platform - from the first consultation to the final invoice. You will see how each tool connects to create a smooth workflow built for the way wedding planners actually work.

Step 1: Capture the Lead and Start the Relationship

When a couple inquires about your services - whether through your website, a referral, or a wedding show - add them as a lead in Ripluo's CRM (available on the Pro plan at $49.99/mo). Record their names, wedding date, estimated guest count, venue preferences, and any notes from your initial conversation.

Move the lead through your pipeline stages - Inquiry, Consultation Scheduled, Proposal Sent, Contract Signed - so you always know where each couple stands. When you are juggling 10+ active inquiries, this visual pipeline is what keeps things from slipping through the cracks.

Step 2: Send a Branded Proposal

After the consultation, send a branded proposal with your logo, colors, and service packages. Pull services from your service catalog - "Full Planning Package," "Day-of Coordination," "Rehearsal Dinner Add-On" - and customize the pricing for this couple.

The couple receives a shareable link, and you can see when they open it. If they have not looked at it in three days, you know it is time for a gentle follow-up. No guessing, no awkward "just checking in" emails sent too soon.

Step 3: Close with a Contract and E-Signature

Once the couple says yes, send a contract with your terms, payment schedule, and cancellation policy. Ripluo's 50+ auto-fill variables populate the couple's names, wedding date, venue, and package details automatically from the information you have already entered.

Both partners can sign electronically with OTP verification. You get a complete record, and the couple gets a signed copy instantly. No printing, no scanning, no waiting for mail.

Step 4: Create the Wedding Event

With the contract signed, create the event in Ripluo. If you have a wedding template saved from a previous event, start from there to save time. Fill in the wedding-specific details:

• Event name - "Sarah & James Wedding"
• Date and time - The wedding day and time
• Venue - Ceremony and reception locations
• Expected headcount - Guest count

Turn on the tools you need - schedules, checklists, budget, vendors, and team. Turn off the ones you do not, like sponsors.

Step 5: Build the Wedding Day Timeline

The wedding timeline is the heartbeat of the day. Use Ripluo's dynamic schedule tool to build it:

• Pre-ceremony - Hair and makeup, first look photos, bridal party arrival
• Ceremony - Processional, vows, readings, recessional
• Cocktail hour - Drinks, appetizers, guest activities
• Reception - Grand entrance, first dance, toasts, dinner, cake cutting, bouquet toss, last dance

Create separate schedules for different parts of the day - a "Getting Ready" timeline, a "Ceremony" timeline, and a "Reception" run of show. When the ceremony runs 10 minutes long (it always does), adjust one duration and everything downstream updates automatically.

Use team instructions to assign specific tasks to your coordinator, DJ, photographer, and catering captain within each time block. Everyone knows exactly what to do and when.

Step 6: Manage the Planning Checklist

Use Buildr AI to generate a comprehensive wedding checklist, or build one manually. Organize tasks by category:

• 12+ months out - Set budget, book venue, choose wedding party
• 9-12 months - Book photographer, caterer, florist, DJ
• 6-9 months - Send save-the-dates, plan rehearsal dinner, book officiant
• 3-6 months - Order invitations, schedule tastings, finalize decor
• 1-3 months - Final fittings, seating chart, vendor confirmations
• Week-of - Final walkthrough, emergency kit, distribute timeline

Assign tasks to yourself, your team members, or even the couple. Set due dates and track completion so nothing falls through the cracks.

Step 7: Track Vendors and Communications

Wedding vendors are the backbone of the day. Store all your vendor contacts, quotes, and communications in Ripluo's vendor tool:

• Contact info - Phone, email, website for every vendor
• Quotes - Track quotes from multiple vendors for comparison
• Communications - Log emails, calls, and meetings so you have a full history
• Contracts - Link vendor contracts to the event for easy reference

No more digging through email chains to find the florist's final quote or the caterer's dietary restriction policy. Everything is tied to the event and accessible in one click.

Step 8: Manage the Budget

Wedding budgets are notoriously complex. Use Ripluo's budget tool to track estimated vs. actual costs across every category - venue, catering, floral, photography, entertainment, attire, stationery, transportation, and more.

Log individual transactions as deposits and payments come in. The budget dashboard shows you the total estimated spend, total actual spend, and variance at a glance. When the couple asks "are we on budget?" you have the answer in seconds.

Step 9: Share Progress with the Couple

Use Public Pages to share a read-only view of the wedding timeline with the couple. They can see the schedule, key details, and progress without needing a Ripluo account or access to your internal planning tools.

This keeps the couple informed and reduces the "when will we get an update?" emails. They can see the plan evolving in real time without you having to create separate summary documents.

Step 10: Invoice and Get Paid

As milestones are reached, send invoices for each payment in your agreed schedule. Connect Stripe to let the couple pay online with a single click. The total processing fee is approximately 3.4% (Stripe's 2.9% + $0.30 per transaction plus Ripluo's 0.5% platform fee).

Track payment status and send reminders for overdue balances. Your entire financial relationship with the couple - from proposal to final payment - lives in one place.

Get Started for Free

Ripluo's event planning tools - schedules, checklists, budgets, and Buildr AI - are free to use with up to 5 active events. The CRM features (leads, proposals, contracts, invoicing) are available on the Pro plan at $49.99/mo. Create your free Ripluo account and start planning your next wedding today.

Frequently Asked Questions

Is Ripluo designed specifically for wedding planners?

Ripluo is built for all event professionals, but its tools are especially well-suited for wedding planning. The dynamic timelines, vendor management, and client-facing documents (proposals, contracts, invoices) map directly to the wedding planning workflow.

Can I share the timeline with my vendors?

Yes. Use Public Pages to share a read-only version of the timeline with vendors, the couple, or anyone else who needs to see the plan. They do not need a Ripluo account.

How do I handle multiple weddings at once?

Each wedding is its own event in Ripluo. You can manage as many events as your plan allows, each with its own schedules, checklists, budgets, and vendor lists. Your CRM pipeline gives you a bird's-eye view of all your active leads and booked weddings.

Can both partners sign the contract?

Yes. Ripluo supports multi-signer workflows. Both partners receive their own signing link with OTP verification, and the contract is only considered fully executed when all signatures are collected.