Time to get paid for your wedding planner services? Having well-designed invoices is a great way to reflect your professionalism and let your clients see how much hard work goes into making this important day a success. But you don't always have time to sit down and write a flawless invoice for each of your projects. Well, there's a simple workaround.
You can create your own wedding invoice template to charge for your planner services consistently and efficiently. By including the vital elements on your invoice template you can fill in the client-specific information in no time and go on with your day without compromising quality on your invoicing process.
Read on to find out the important information to cover.
Note: Bonsai's all-in-one product suite will help you improve your invoicing process with endless administrative tools especially designed for freelancers and small business owners like yourself. Save valuable time so you can focus on your passion, not your paperwork!
Essential Elements of a Wedding Planner Invoice Template
To create a bulletproof wedding planner invoice template, remember that all the details of the service provided must be covered in a way that is simple and your clients can easily understand. At the same time, you want to keep all of your business information in place, so you can maintain your accounting records organized. To achieve this, including the following essential elements on your invoice template.
The first section of your wedding planner invoice template is for your business information. Start with your full name (or business name), phone number, address, email and website. You may add a few extra lines to mention any specialized services you offer such as trousseau, personal shopping, wedding cinematography, music and entertainment, etc.
It's also a great idea to add your business logo, registered trademarks or any branding element you consider appropriate to make your invoices more professional and easily recognizable for your clients.
Next, include your client's full name and up-to-date contact details such as phone number, billing address, and email address if you’re sending the invoice via email. You may also add any relevant event information such as the venue location and date of the wedding, number of guests etc.
Invoice Number and Date
Make sure all of your invoices are numbered as this will help you keep your paperwork well organized and make it easier to refer back to the invoice for any clarifications or refunds. You must also include the date when the invoice was sent out so you can easily determine the payment due date and apply any extra charges for delayed payments.
Your wedding planner invoice template should have enough space for an itemized list of the services you provided. Use a separate line for each service such as menu selection, transportation, lighting design, etc., and provide a short description of each along with the flat rate, and total cost. If you are charging on an hourly basis (commonly when you do venue research, rehearsal, create budgets or a wedding consultation) make sure to specify the hours spent on each task (ideally attaching a timesheet), the hourly rate and the total cost for each.
Many wedding planners choose to simply charge a flat fee or a percentage of the wedding budget (usually when providing a full wedding planning service). In this case you may only provide a grand total and a summary of the tasks performed.
On the totals section of your wedding planner invoice template add at least three lines so you can separate the subtotal (cost of services before tax) then add the applicable taxes and provide the final amount to pay. You can also use this section to highlight any discounts you may have provided for a referral or a special promotion. If you do so, make sure to subtract the discount from the subtotal before you add the taxes, and always provide a short description so your client can easily identify it.
To encourage prompt payments, provide clear and easy to understand payment instructions. Start with a list of all your accepted payment methods such as checks, cash, online payments, ACH transfers and debit/credit cards, along with the corresponding account numbers and links.
You also want to mention your payment terms including the invoice due date, applicable fees for delayed payments, partial payments or payment arrangements available.
Finally, you can include a small section at the bottom of your wedding planner invoice template, to leave a personal note thanking your clients for trusting you to plan this meaningful event and wish them the best moving forward. You can also use this space to ask your clients for referrals or good reviews for your service.
Use Our Free Invoice Templates for Wedding Planners
You spend your time running around from one place to the next ensuring every detail is perfect and your clients are happy. You probably don't want to spend unbillable hours behind the desk creating your own invoice templates. Luckily, you don't have to! Simply download Bonsai's free fully customizable wedding planner invoice template. With just a few tweaks you can create the perfect invoice to bill your clients consistently and professionally.
Our free invoice templates also allow you to integrate multiple payment methods and even link a bank account to instantly access your money once the project is paid online. For even more efficiency, use our complete invoicing software to automatically send payment reminders, apply late fees, receive partial payments and get viewing notifications to make sure your customers received your invoices.