WEDDING PLANNER INVOICE TEMPLATE
Free wedding planner invoice template
A wedding planner invoice for the final balance: the planning package as the quote named it, the day-of assistant by the hour, the rehearsal-dinner add-on, vendor deposits and balances you paid on the couple's behalf at cost with receipts, mileage — and the booking deposit taken off. Free in Word and PDF, for wedding and event planners.
Word and PDF · Free · No email, no sign-up
The short answer
A wedding planner invoice bills your fee as the quote named it — day-of coordination, partial or full planning — then the hours and extras on their own lines: the day-of assistant, the rehearsal dinner, a second venue walkthrough, mileage.
The line that makes planning invoices different is the money that isn't yours: vendor deposits and balances you paid on the couple's behalf, at cost, with receipts — on their own lines, so the couple sees exactly what went to the florist and what paid for your work.
Around it go your business details, the couple, the wedding date and venue, an invoice number and a due date — the final balance is usually due 30 days before the wedding — with the booking deposit shown against the total.
FREE TEMPLATE · WORD AND PDF
The wedding planning invoice template, filled in
Below is the template filled in for Foxglove Lane Weddings, a fictional wedding planning business, so you can see every line in use. The downloads are the same invoice with [bracketed] lines to replace — free, no email address, no sign-up.
![Free Wedding Planner Invoice Template — the blank fill-in invoice as it downloads, with [bracketed] lines to replace](/invoice-templates/wedding-planner-invoice-template-preview.png)
Example · fictional business
Foxglove Lane Weddings Raleigh, NC (919) 555-0146 · hello@foxglovelaneweddings.example | INVOICE |
Bill to Priya Raman and Daniel Osei 410 Oberlin Rd Raleigh, NC | Package Partial planning — vendors, design and the timeline, 120 guests Includes two venue walkthroughs, the rehearsal, and 12 hours on the day with one assistant Final timeline to you and every vendor by Nov 20 |
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Partial planning package Vendor sourcing and management, design direction, timeline, rehearsal, 12 hours on the day — per the quote dated Mar 14, 2026 | 1 | $3,000.00 | $3,000.00 |
| Second day-of assistant — 8 hours Added Sep 30 for the 120-guest count; ceremony flip and guest transport | 8 | $35.00 | $280.00 |
| Rehearsal dinner coordination — Dec 5 Added Aug 12; 4 hours at the restaurant | 1 | $350.00 | $350.00 |
| Vendor payment made on your behalf — florist balance Thistle & Fern Floral, paid Oct 1 at cost; receipt attached | 1 | $1,450.00 | $1,450.00 |
| Mileage — venue walkthroughs and vendor visits Jul 18, Sep 9 and Oct 2; 124 miles at the IRS rate (76¢ from July 2026) | 124 | $0.76 | $94.24 |
| Subtotal | $5,174.24 | ||
| Sales tax (if your state taxes planning services or items you resell) | $0.00 | ||
| Total | $5,174.24 | ||
| Deposit received | −$1,000.00 | ||
| Balance due | $4,174.24 | ||
Payment
Final balance due Nov 6, 30 days before the wedding. Pay by bank transfer, card or check. Thank you for trusting us with the day.
What's next
Final venue walkthrough Nov 14 at 10:00 am. The final timeline goes to you and every vendor by Nov 20, and vendor final counts are due to us by Nov 21.
Every figure on the example is an example, not a price guide — use your own rates. The Word file is a standard .docx you can edit in Word or any app that opens Word documents; the PDF prints as-is if you'd rather fill it in by hand.
Invoices and a website, one place
Start your wedding planning website — invoicing is built in
Add your business name and your town, and Zarla builds your wedding planning website from this one line. The same dashboard sends invoices like this one, with a pay-now button once you're on a paid plan.
Already have a website? Bring it across →Zarla keeps your old page addresses where it can and redirects the ones that change, helping you keep the Google standing you've built.
LINE BY LINE
What goes on a wedding planner invoice
Every line on the template, in order, and what to write on it.
| The line | What to put there |
|---|---|
| Business name and contact | Your trading name, phone, email and address — and your EIN when a company or a venue is paying you rather than the couple. |
| Invoice number, dates and the wedding | A number that never repeats (the couple's initials plus “final” or the installment number works well), the invoice date, the due date — the final balance is usually due 30 days before the wedding — and the wedding itself: the date and the venue. |
| Bill to and the package | The couple, or whoever is paying, then the package in your quote's words: which tier, the guest count, what's included — walkthroughs, the rehearsal, hours on the day, assistants — and the next deliverable. |
| The planning fee | Your package on one line, worded exactly as the quote worded it, with the quote date. The couple matches it to the number they said yes to; nothing to explain. |
| Day-of staff and add-ons | The assistant by the hour with why they were added, the rehearsal dinner, a welcome party, an extra walkthrough — each on its own dated line, so the package stays the number from the quote. |
| Vendor payments made on the couple's behalf | Each one on its own line: the vendor, what was paid, the date, at cost, receipt attached. This is the couple's money passing through you; show it that way and the florist's balance never looks like your fee. |
| Rentals or decor you supply | Anything you rent or sell to the couple yourself — candles, signage, linens — on its own line. Items are taxable goods or rentals in most states even where planning isn't. |
| Mileage and travel | Walkthroughs and vendor visits as miles at the IRS rate, or travel at cost with receipts, with the dates. |
| Deposit, tax, total and how to pay | Sales tax where it applies, the total, the booking deposit subtracted, the final balance in bold, the due date and how to pay. |
| What's next | The final walkthrough, the timeline date, when vendor counts are due — the note that makes the last month calm. |
STEP BY STEP
How to fill out a wedding planner invoice
Ten minutes at the five-week mark, from the quote, your hours and the vendor receipts.
Put your details at the top
Business name, phone, email, address, and your EIN if a company or venue is paying. Save the file once with these filled in.
Number it, date it, set the due date and the wedding
The couple's initials plus “final”, today's date, a due date 30 days before the wedding, and the wedding date and venue.
Name the couple and describe the package
Who's paying, the package in the quote's words with the guest count and what it includes, and the next deliverable.
Bill the fee, then staff, add-ons and vendor payments
The package with its quote date; the assistant by the hour; each add-on dated; every vendor payment made on their behalf at cost with the receipt.
Add mileage and tax, take off the deposit
Miles at the IRS rate with the dates, tax on anything you resold, the booking deposit subtracted, and the final balance in bold.
Write what's next and send it with the timeline draft
The final walkthrough, the timeline date and the vendor-count deadline in the note, then email the PDF with the draft timeline — the invoice that arrives with progress gets paid.
How wedding planners get paid on time
Take a deposit at booking and bill the final balance 30 days before the wedding. Not after — the week after a wedding is the week nobody opens email. A deposit at booking, an installment or two for a long engagement, and a final invoice at the five-week mark is the schedule most planners use. Say it on the quote.
Keep the couple's money visibly separate from yours. Every vendor deposit or balance you pay on their behalf goes on its own line, at cost, with the receipt attached and the date. The couple who sees “florist balance — paid Oct 1 at cost” trusts every other line on the page.
Word the fee the way the quote did. “Partial planning package — per the quote dated Mar 14” is a line the couple already said yes to. A reworded fee, even at the same price, reads like a new one.
Date every add-on and say why. “Second day-of assistant — 8 hours — added Sep 30 for the 120-guest count” is a line the couple remembers approving on the phone. The same hours with no story feel like padding.
Send the invoice with something finished. The draft timeline, the final floor plan, the vendor contact sheet — an invoice that arrives alongside visible progress is paid as a thank-you, not weighed as a cost.
Venues and companies: match the W-9. In the US, a business client that pays you $2,000 or more in a year (the threshold for payments from 2026, up from $600; indexed from 2027) will ask for your W-9 and send you a Form 1099-NEC in January — put your business name and EIN on every invoice so their bookkeeper never has to chase you for it. A venue that keeps you on as its coordinator, or a company booking a corporate event, pays through accounts payable — legal name, EIN and their PO number on the invoice.
Tax depends on the state. In the US planning services are untaxed in most states — a few tax most services, among them Hawaii, New Mexico and South Dakota — but anything you rent or sell to the couple yourself, candles, signage, linens, is taxable goods or rentals almost everywhere, and vendor payments passed through at cost carry whatever tax the vendor charged. Keep fee, pass-throughs and items on separate lines and check your state's revenue department or your accountant.
Outside the US. The invoice itself has rules: in Australia a GST-registered business issues a tax invoice showing its ABN, in New Zealand a GST-registered business shows its GST number, and in the UK and EU a VAT-registered business shows its VAT number and the VAT charged. Confirm the details with your accountant.
Send it from Zarla and get paid online
A Word template is a fine way to start. The catch is everything after you hit send: chasing the payment, remembering who's paid, and typing the same customer and the same line items again next month.
If you build your wedding planning website with Zarla, the invoice tool is in the same dashboard. Pick the customer, add the job's lines, and send it. On a paid plan, with your Stripe account connected, the invoice carries a pay-now button: your customer pays online by card, and the invoice marks itself paid when the money arrives. Customers you've invoiced are saved, so next time is two taps.
Want to see the website first? Browse wedding planning website templates or see how Zarla builds wedding planning websites. Still setting up? Read how to start a wedding planning business and write your wedding planning business plan.
The whole paper trail of a job, step by step: how to write a quote, then how to write an invoice, then how to write a receipt — with a free receipt template. For any other trade, start from the free invoice template. Either side of it, two more free templates in Word and PDF: a price list template for the services you sell and a work order template for the crew.
Heading into the holidays? Our free gift certificate template covers the customers who want to give your work as a gift, and the holiday hours sign template covers the door, your website and your Google profile.
Wedding planner invoices: common questions
Your business name and contact details (and EIN for a company or venue); the couple or whoever is paying; an invoice number, the invoice date, the due date and the wedding date and venue; the package in the quote's words with what it includes; day-of staff by the hour; add-ons by date; vendor payments made on the couple's behalf at cost with receipts; rentals or decor you supplied; mileage; tax where it applies; the deposit taken off; the final balance; how to pay; and what happens next.
Thirty days before the wedding is the norm — the couple is paying every other vendor the same month and expects it, and nobody opens invoices the week after a wedding. Take a deposit at booking, add an installment or two for a long engagement, and put each due date on the quote so every invoice is expected.
Each payment on its own line — the vendor, what it was for, the date you paid, at cost, receipt attached — never folded into your fee. If you add a handling percentage for managing vendor payments, say so on the quote and show it as its own line.
Bill everything the couple owes for the wedding, then show the deposit as its own line subtracted from the total — “Deposit received −$1,000” — and the final balance in bold. The couple sees the whole cost of the planning and exactly what's left.
Yes — the lines are the same for a corporate event, a gala or a milestone party: the package as quoted, staff by the hour, add-ons by date, vendor payments at cost, items you supplied, mileage, the deposit off. For a company, add your EIN and their PO number and send it to accounts payable, net 30.
In the US planning services are untaxed in most states, with a few that tax most services (Hawaii, New Mexico, South Dakota); anything you rent or sell to the couple yourself is taxable goods or rentals almost everywhere, and vendor payments passed through carry whatever tax the vendor charged. Keep them on separate lines and check your state's revenue department or your accountant. Outside the US, a GST- or VAT-registered planner shows the tax and its registration number on the invoice.
Yes. The wedding planning invoice template on this page downloads free as a Word document and a PDF — no email address, no sign-up. Edit it in Word or any app that opens Word documents, or print the PDF and fill it in by hand.
Not from a Word file — your customer still has to pay you some other way. To take the payment on the invoice itself, send it from invoicing software. If your wedding planning website is on Zarla, the invoice tool is in the same dashboard: on a paid plan, with Stripe connected, each invoice carries a pay-now button and marks itself paid when the customer pays by card.
Send invoices from your own wedding planning website
Add your town and your business name, and Zarla builds the site from that one line — with invoicing in the same dashboard.
Already have a website? Bring it across →Zarla keeps your old page addresses where it can and redirects the ones that change, helping you keep the Google standing you've built.