Wedding planners coordinate the planning and execution of weddings, from full-service planning over many months to partial planning and day-of coordination. They invoice couples, and sometimes parents or a corporate sponsor, for planning fees, coordination packages, design work, and occasionally vendor costs paid on the client's behalf.
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Invoice_1001_Client_2026-10-14.pdf
Most wedding planners sell packages at a flat fee rather than billing hourly. Common packages are full planning, partial planning, month-of or day-of coordination, and design-only or destination planning. Full planning is often priced as a flat fee or as a percentage of the total wedding budget, typically 10 to 20 percent, often with a minimum fee. Day-of coordination is priced flat and usually includes a set number of planning meetings, a venue walkthrough, and the rehearsal. Add-ons such as extra assistants, additional site visits, travel, rehearsal dinner planning, or welcome-party coordination are billed separately. Hourly rates are used for consulting, one-off vendor sourcing, or work outside the package scope. Fees are usually paid in installments tied to milestones, with a non-refundable retainer to book the date.
| Service | Priced | Typical range |
|---|---|---|
| Full-service wedding planning | flat fee | $4,000-12,000 |
| Partial planning | flat fee | $2,000-5,000 |
| Month-of / day-of coordination | flat fee | $800-2,500 |
| Hourly planning consultation | per hour | $75-200 |
| Additional assistant on wedding day | per assistant | $150-400 |
| Extra venue visit or vendor meeting outside package | per visit | $100-250 |
| Destination wedding travel and planning surcharge | flat fee | $1,000-3,500 |
| Rehearsal dinner or welcome event coordination | flat fee | $500-1,500 |
Typical US ranges. Rates vary by region, experience, and job size.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Partial wedding planning package (vendor referrals, budget and timeline management, design guidance, 6 planning meetings) | 1 flat fee | $3,200.00 | $3,200.00 |
| Wedding day coordination, up to 10 hours, including rehearsal | 1 flat fee | $0.00 | $0.00 |
| Additional day-of assistant | 1 assistant | $250.00 | $250.00 |
| Extra vendor tasting and venue visit beyond package | 2 visit | $125.00 | $250.00 |
| Welcome event coordination | 1 flat fee | $700.00 | $700.00 |
| Total | $4,400.00 | ||
Notes: Wedding date: October 11, 2025. Retainer of $1,000 received on signing is credited to this invoice. Remaining balance is due 30 days before the wedding date. Vendor payments are made directly by the client to each vendor. Late payments are subject to a 1.5% monthly fee.
Ties the invoice to a specific event and contract so the couple and any third-party payer know exactly what is being billed.
Most planners are paid in stages (retainer, midpoint, final), so each invoice should show what was paid, what is due now, and what remains.
Clarifies that the booking deposit was applied and prevents disputes if the date changes or the couple cancels.
Extra meetings, assistants, rehearsal dinner coordination, and travel fall outside the base package and are easy to dispute if lumped together.
Mileage, parking, printed materials, décor supplies, or items you purchased for the client should be listed individually with receipts available on request.
Parents or a company often pay, and the invoice and receipt need to name the right person for their records.
Links the invoice to the signed agreement that defines scope, cancellation terms, and payment deadlines.
Planners typically collect a non-refundable retainer of 25 to 50 percent at signing to hold the date, with the balance split into one or two installments and the final payment due two to four weeks before the wedding. Some planners require full payment before the event so they are not chasing money after the couple leaves for the honeymoon. Late fees of 1.5 percent per month are common if stated in the contract. Payment is usually accepted by check, ACH transfer, or card, and card fees are sometimes passed on to the client or built into the fee. Add-ons and expenses are often billed as they occur, with payment due in 7 to 14 days.
Have clients pay caterers, florists, and venues directly. If you do pay vendors and bill the client, list those costs separately from your fee, keep receipts, and be clear in the contract about who is responsible if a vendor cancels.
Write fixed due dates into the contract and invoice, such as 90 days and 30 days before the wedding. Couples are busy and emotional in the final weeks, and a clear schedule keeps you from having to ask for money at the worst time.
Spell out the hours covered, the number of meetings, and whether the rehearsal is included. Weddings that run late are common, so state an overtime rate and bill it on the final invoice.
When a couple adds a welcome party, moves the venue, or doubles the guest count, send an updated invoice or change order right away instead of waiting until the end.
Once the wedding is over, the leverage to collect is gone and the client is focused on other things. Make the last installment due before the wedding day.
Both are common. Flat fees are simpler and easier for couples to understand. A percentage, usually 10 to 20 percent, scales with the work on larger weddings but can create friction if the budget changes. Many planners use a percentage to set a flat fee with a minimum.
Most planners make it non-refundable because it takes your date off the market. State that clearly in the contract and on the invoice, and check your state's rules on deposits and cancellation terms.
List them as separate reimbursable lines, not as part of your fee, and attach receipts. If you add a markup, disclose it in your contract. Many planners avoid this by having clients pay vendors directly.
Usually 2 to 4 weeks before the wedding. Collecting before the event avoids chasing payment after the couple returns from the honeymoon.
It depends on your state. Many states do not tax services, but some tax certain event services or goods you resell. Check with your state revenue department or an accountant.
Send a Wedding Planner estimate for approval, then turn it into an invoice when the work is done.
Wedding Planner estimate template