Wedding planner software and CRM
RegiaPro is software for wedding planners who turn a wedding fair, a message or a recommendation into a signed wedding: the CRM follows couples until they decide, the management side keeps your fee, contract, instalments and invoices. In the steps below “Wedding planner” is already chosen, and you add the features you need.
Built for more than 50 trades: this one is already set up for yours
Saturday 13 June: already booked
you see it before you write the quote
Today in RegiaPro
Example with made-up data
18
Enquiries
+6 this month
11
Dates confirmed
+3 this month
€3,450
To be collected
2 deposits on the way
New enquiry for 13 June
2 min ago
Contract signed, deposit recorded
yesterday
WhatsApp reminder ready for tomorrow
yesterday
- Free for 14 days, no card needed
- Works in the browser, on your phone too
- Calendar synced with Google and iCloud
- WhatsApp messages already written
- Invoices from your Fatture in Cloud, from the Pro plan
- Public prices, the same for everyone
Type of work
What do you do? If you can’t find yours, the last option is just fine.
What do you need? The basics for Wedding planner software and CRM are switched on. Switch on what you really need: we’ll pick the plan from here.
Your RegiaPro is ready.
Tap a plan: below you see what is inside.
There is only one price list. Photo galleries come with every plan: if you don't deliver photos you simply don't open them, and the price stays the same. Compare all the plans
What you get with
The menu
An enquiry record
The fields of your trade are highlighted
The stages of the job
Where every job stands, at a glance
Wedding planners mainly sell time and trust, and they sell them well in advance: a couple you meet in January gets married the following year, and between the first coffee and the signature there can be two months of messages. Wedding planner software has to remind you who is waiting for a proposal, what you promised and how much of your fee is still to come in. RegiaPro does it with one record per couple, which you can check from your desk or from your phone during a venue visit, and it starts at just €19.90 a month.
What you’ll find inside RegiaPro: from enquiry to the day of the event
One program for enquiries, documents, payments and the working day. Tap a card to see how it works.
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One record per client
Calls, quotes, contracts and payments in date order: when they call back six months later, you know at once where you left off.
The Lead module -
Who to call back today
Every morning, the list of people to get back to, with the WhatsApp message already written. It goes from your own number, when you decide.
Follow-ups and messages -
Quotes from your own template
The PDF with your logo, sent as a link: you know when it was opened. If there is no reply, the program brings it back to you after 3, 7, 14 and 30 days.
The quote -
The contract without retyping
It comes from the accepted quote, with the details already in, and comes out as a PDF ready to sign. From the Pro plan.
Which plans include it -
The day of the event
The stops of the day with checked addresses and the time to leave, worked out on the traffic expected for that day.
The working day -
Delivery galleries
Photos delivered with your own link, with a password and an expiry date: the client views and downloads.
RegiaPro Gallery -
Deposit, balance and invoice
Deposit and balance are recorded separately, each with its own date. The invoice comes out of the record with numbering that carries on by itself: from the Pro plan, with the XML file from the Studio plan.
The plans compared -
The calendar you already have
Appointments and jobs in your phone’s calendar: RegiaPro connects to Google Calendar and iCloud.
The connected calendar -
What is really left
A job’s costs come off that job, the business costs off the year: in December you know what is left, not just what came in.
The figures of each job -
From your phone, on site
It works in your phone’s browser: open the client’s record and attach photos and documents, up to 15 MB each.
How it works
RegiaPro up close: the real screens
This is what the program looks like inside. Sample data: the clients, the jobs and the amounts are made up.
Software for freelance wedding planners: the weddings it handles
RegiaPro is management software for freelance wedding planners and small studios handling five to thirty weddings a year and dealing directly with couples. These are the situations the job record handles best.
Full wedding planning
Months of meetings, a fee split into instalments and a date that drives everything else. The couple’s record holds the wedding date with times, the town, the agreed amount and every payment received.
On-the-day coordination only
Couples who have chosen their suppliers themselves and want someone to keep the day on schedule. Shorter jobs, with a simpler quote and talks that wrap up in a few weeks.
Destination weddings and distant venue visits
Weddings in a different region from yours, with venue visits that eat into your margin. For a distant venue the “Calculate” button next to the town gives you the kilometres of the full trip and an estimate of fuel, tolls and driving time, which go into the costs of that wedding.
Anniversaries, engagements and corporate dinners organised by the planner
Anniversaries, engagement parties, corporate dinners. When a company settles the bill, you link the company to the record as the billing party: company name and tax codes carry over by themselves to the proposal and invoice.
The first couples to add, signed and in talks
Open a record for every couple who has already signed, with the date and the instalments already paid, and one for every couple still in talks. From the next day the “Tasks” page tells you who to get in touch with.
Wedding planner CRM: couples to meet, follow up and confirm
RegiaPro’s CRM looks at couples by status. Each status has its own timing, and follow-ups are calculated automatically: you decide what to say, the software tells you when.
| Couple’s status | What it means | When RegiaPro brings them back to you |
|---|---|---|
| New | Left their contact details | Stays on the list with the status New until you contact them |
| Contacted | You’ve written to them, waiting for the date | After two, five and ten days |
| Quote sent | Has your quote | After 3, 7, 14 and 30 days; with the Wedding type also at 45 |
| Negotiating | They replied, talks are under way | On the follow-up day you choose |
| Confirmed | Has signed | Leaves the follow-ups and goes onto the calendar |
| Lost or No reply | Chose someone else or never replied | Leaves the follow-ups and frees up the date |
Messages for talks with the couple
There are fourteen standard texts, one for each step, and as a planner it’s worth rewriting them straight away in your own voice. On the record you pick them by moment, from the first message to the review request, and WhatsApp opens with the words ready to send from your phone.
The wedding Sunday two couples want
The calendar has a “Free dates” panel with the booked days and the name of the couple holding them, even if they’re still negotiating. Before replying to a new couple’s message you open the panel, and if that Sunday is taken you suggest an alternative straight away, or a colleague you trust.
Couples who come back for their anniversary
If someone already in your client book gets in touch, perhaps for their first anniversary, the new record warns you and takes you to the old one.
A real record from the software with a test couple: at the top the date, follow-up and amount to collect, below that the messages grouped by stage with the button to open WhatsApp.
Wedding planner quotes: coordination fee and services in one PDF
A wedding planner’s quote is different from a supplier’s: the couple isn’t buying an object, they’re buying a method and hours. That’s why it pays to set out clearly what’s included and how the fee is worked out.
Three ways to charge a wedding planner’s fee
- a fixed sum for full planning;
- a sum for on-the-day coordination only;
- a fixed part plus a percentage of the suppliers’ budget.
Whichever you use, the final fee goes on the couple’s record, and you explain the reasoning behind it in the document’s notes.
Meetings, venue visits and suppliers to write in the note
Number of meetings included, venue visits, finding and contacting suppliers, presence on the wedding day and working hours, any assistants, what happens if the date changes. In the PDF these lines appear under the fee, with your logo at the top.
From full planning to on-the-day coordination: when the proposal changes
If the couple chooses on-the-day coordination only after seeing full planning, you prepare a second quote from the same record: new number, and the first stays archived with its figure.
Sending the proposal to the couple and the first follow-up
The proposal goes out attached to an email written from the couple’s record, which from then on shows “Quote sent”: the countdown to the first chaser starts there.
Proposal validity and the planning the couple chose
RegiaPro prints how many days the proposal is valid for, taking the number from the type of service. When the couple chooses, in the “Package or offer accepted” field you note in one line what they bought, for example “full planning with two venue visits”.
Wedding fair: five couples in one Sunday, tracked in the CRM
A wedding fair brings lots of contacts in a few hours and few contracts in the months that follow. Let’s see what happens to five couples met at the same stand. Names, dates and figures are made up: it’s an example to show the method.
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17 January: Sunday at the wedding fair stand
On 17 January 2027 you collect five contacts. That same evening you open five records with the Wedding type, the wedding date when the couple told you, and the source “Fair”. In “Settings” you had created that source with its cost per contact: €130, that is the €650 stand divided by five couples.
The figures of each job -
Martina and Luca sign the engagement contract
Martina and Luca receive the quote on 24 January, ask for a meeting and sign the engagement contract on 20 February. They pay the first instalment, €1,200, which you record as a deposit: they move from “Negotiating” to “Confirmed” and 25 September goes onto the calendar you’ve connected.
The contract, from the Pro plan -
Fee instalments up to 25 September
You split the remaining fee, €3,000, in two: €1,500 at the end of May and €1,500 at the start of September. On the record you can always see how much is left and, adding up the other couples, how much is still to come in during the year.
Invoices and payments in the plans -
The August note: caterer and makeup trial
In the important note you write “confirm guest numbers with the caterer and makeup trial”. On 18 September, seven days before the wedding, the reminder is among your tasks.
Try it for 14 days
The wedding fair’s numbers at year end
At the end of the year the Report shows how many couples from the fair paid, one in five with a €4,200 fee, and puts the cost of the contacts under acquisition, deducting it from your margin. It’s the number you use to decide whether to go back next year.
The five couples from the fair two months later
| Couple (made up) | What they told you at the stand | What happened in RegiaPro |
|---|---|---|
| Martina and Luca | Wedding on 25 September 2027, full planning | €4,200 quote, talks, contract signed on 20 February |
| Sara and Davide | On-the-day coordination only | €1,300 quote, then “No reply” after the last follow-up |
| Elisa and Marco | Same 25 September | The free dates panel showed the day as booked: a colleague recommended |
| Chiara and Paolo | No date yet | Contacted, followed up at two, five and ten days, now negotiating |
| Federica and Andrea | Postponing to 2028 | Record kept with the note, follow-up set by hand for October |
Wedding planner contracts: engagement, fee instalments and change of date
The engagement contract says what you’ll do for the couple, what it costs and what happens if something changes halfway. It’s the document that holds months of work together.
The contract clauses that matter to a planner
- services included and extras;
- fee, instalments and payment due dates;
- travel expenses for distant venue visits;
- what happens if the couple moves the date or cancels;
- relations with suppliers: who signs their contracts and who pays them.
From the starter template to your engagement contract
From the Pro plan you generate the contract on the couple’s record. You rewrite the software’s starter text once with your own clauses and name it “Engagement contract”; from then on the names, the wedding day and town, and the fee with deposit and balance take the place of the placeholders.
Coordination fee instalments
You record the first payment with the date and payment method; the rest is split into instalments, for example one six months before the wedding and the last one the month before. The outstanding balance stays shown at the top of the record.
The couple signing the contract, and the archive
The engagement contract is signed in pen, at the table at the second meeting, or remotely: the planner downloads the PDF, forwards it to the couple and waits for the copy with their signatures. Once signed you attach it to the couple, where you’ll find it next to the proposals and the budget spreadsheet.
Want to see it with your own work?
Fourteen days with the Full plan features, no card needed. Then you decide.
Free photos from Pexels and real screenshots of the software, with made-up data.
Wedding budget and suppliers: what stays on the couple’s record
The wedding budget and the list of suppliers are the heart of your work, and usually live in a spreadsheet shared with the couple. RegiaPro keeps everything you need alongside that work.
Budget, supplier quotes and venue floor plan attached
On the record you upload the budget spreadsheet, the quotes received from suppliers, the venue floor plan and the inspiration images: Word or PDF documents and JPG or PNG photos, each within 15 MB.
The important note before the wedding
The thing not to forget before the wedding becomes a reminder a week before the date, and appears among your tasks. If the wedding moves, the deadline moves with it.
The assistant working with you on the wedding day
When an assistant or colleague works alongside you, you write their name and fee on the couple’s record: it counts towards the costs of that wedding.
Weddings and tastings on your phone’s calendar
Confirmed weddings appear on your phone’s calendar, Google or iCloud, from start time to finish. Tastings and trials you set up directly there come back into RegiaPro as appointments to review, and you decide what to do with them.
The day’s route: bride’s home, church, villa
On confirmed weddings you can add up to six stops, for example the bride’s home, church and villa: RegiaPro opens the route on Google Maps and tells you what time to leave to arrive early.
How much a wedding planner earns: margin, invoices and VAT number
How much a wedding planner earns depends less on the fee written in the quote and more on what’s left after travel, assistants and expenses. In RegiaPro those items are noted on each couple’s record, and the Report lines them up month by month.
The wedding planner’s margin, month by month
In the Report your takings lose the items entered on the couples’ records, that is assistants, travel, out-of-pocket costs and the cost of paid contacts, and for each month you see what’s left. Website, courses and software subscriptions you record separately among your business expenses, and they count against the year’s total.
Invoices for the coordination fee
For the fee you issue an invoice from the couple’s record, with the Pro plan: agreed amount, sequential number and a new series every 1 January. Under Italy’s flat-rate scheme no tax is added; with VAT, RegiaPro works it out from the total already agreed.
The planner’s invoice XML file for the accountant
With Studio every invoice also has its own XML file, ready for whoever does your accounts.
Fair, Instagram or photographer: where the paying couples come from
Wedding fair, Instagram, a photographer’s recommendation, a wedding portal: the Report splits takings by channel, and shows you which one deserves your time and budget.
How to start: three steps, no card needed
You sign up, try it on your real work, and only decide at the end.
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Sign up in a minute
Your name, your business name and your email. We don’t ask for a credit card: access starts when you confirm your email.
Start the trial -
Set it up for your trade
Menus, record fields and job stages speak your language. You connect the calendar you already use.
Choose your trade here -
Try everything, then choose
Fourteen days with the Full features. At the end you choose a plan, or you stop: nothing renews on its own.
See the plans
Wedding planner software: seating and guests, or management software with CRM, and prices
Anyone typing “wedding planner software” in Italian today finds two quite distinct offers, as we saw re-reading the top Italian results on 14 September 2026: programs for planning the wedding together with the couple, and management software for tracking clients, documents and money.
| Planning programs | Business software and CRM like RegiaPro | |
|---|---|---|
| What they're for | Guests, tables, menus, checklists and suppliers for a single wedding | Couples to follow up, quotes, contracts, instalments, invoices and margin |
| Who uses them | The planner together with the couple | The planner, for their own business |
| Price | Often on request or in English | From €19.90 a month, shown on the pricing page |
| Trial | Demo by appointment | 14 days with Full switched on |
Start, €19.90 a month: a planner’s first couples
Paying yearly, €199. For those starting out: unlimited couples in your client book, calculated chasers, messages to open in WhatsApp and up to 10 proposals a month.
Pro, €34.90 a month: engagement contracts and fee invoices
Paying yearly, €349. The engagement contract, fee invoicing and unlimited proposals each month: it’s the plan for those who make their living from weddings.
Studio, €59.90 a month: the planner’s invoices in XML too
Paying yearly, €599. All of Pro plus the XML for Italian e-invoicing, WhatsApp support and a guided setup.
A fourteen-day trial with this season’s couples
Fourteen days with Full all to yourself, and no card to enter. Leave your email, confirm it, and you’re in within minutes.
Why you can trust it: your data stays yours
What matters before you put your clients into a new program.
Your data stays in Europe
On servers in Europe. Each business sees only its own data: the database itself enforces the separation.
If you stop, your data stays yours
The account goes read-only and nothing is deleted unless you ask. We send you a copy in a readable format.
Prices written up front
A public price list, the same for every trade: you can read it on the pricing page before you sign up.
You talk to a person
Born in a studio in Tuscany, not in an office. Write to info@regiapro.it or use the contact page.
FAQ from wedding planners about RegiaPro
How do I record a fee split into instalments?
On the couple’s record you note the first payment, when it arrived and how it was paid, then add the instalments as they come in. The software keeps track of what’s left for that wedding and, putting all the couples together, how much you still have to receive in the year.
Can I put a percentage of the budget in the quote?
The PDF shows the total agreed fee. How you arrived at it, for example a fixed fee plus a percentage of supplier spend, you explain in the proposal note, which the couple reads right under the figure.
Where do I keep supplier quotes?
You attach them to the couple’s record, together with the budget and the venue floor plan. They stay there with your quotes and the signed contract, and you find them by searching for the couple by name or phone.
How do I see if a date is already promised to another couple?
In the calendar’s “Free dates” panel every booked day shows the couple’s names, including those who haven’t signed yet. So when a couple sends you a date, within seconds you know whether you can say yes or should suggest the following Saturday.
Does RegiaPro write to couples for me?
It prepares the right message for the moment and shows you every morning who to get in touch with. With “Open WhatsApp” the text is already in the chat: you read it, change it if needed and send it from your phone.
Can I see whether a wedding fair made me money?
Yes. You create the source “Fair” with the cost per contact and choose it on the records of couples met at the stand. The Report tells you how many paid, how much they brought in and how much it cost you to get them.
Can the invoice go to a company for an event?
Yes. You link the paying company to the record, with its tax details, and from Pro the event invoice carries its name. For the next year’s corporate dinner you’ll already find it among your saved contacts.
Can I use it on my phone during a venue visit?
Yes, RegiaPro works in your phone’s browser: open the couple’s record, add a photo of the venue and a note, and find everything on your computer when you’re back in the office.
We rechecked the features described on this page one by one in the software on 14 September 2026. Martina, Luca and the other couples don’t exist, and neither do their figures; the comparison with planning programs sums up what we found searching online. Does something look different from what you see in RegiaPro? Tell us at info@regiapro.it.
Try RegiaPro with this season’s couples
Add the couples you’re working with and those you met at the last fair, and let RegiaPro tell you who to follow up: in fourteen days you’ll see whether the method works for you. All the Full features stay available to you until the last day of the trial.
Other wedding trades: photographer software, videographer software, catering software and DJ software.