Coordination can quietly become full planning
A request to recommend a florist may grow into supplier research and repeated design meetings. Check new requests against your agreed scope before they absorb work the original service did not include.
Software for wedding planners
Hold the planning business together behind the event.
A couple who hires you for event-day coordination may still ask you to research suppliers well before the ceremony. Keep the service you agreed with the couple beside your time, notes and invoices, while seating, guest communication and the detailed event plan stay in the tools you choose for them.
Unleash your potential.
The everyday details
You know the work.
The admin adds up.
Supplier details arrive in many conversations
Venue access, rental collection and catering arrival times can come from different contacts. Keep a business note of agreed responsibilities and verify the operational plan directly with each supplier.
Your fee and the couple's budget are different records
A supplier invoice paid by the couple is not automatically an expense of your planning business. Distinguish your own purchases, reimbursable spending and planning fees rather than treating every wedding cost as your revenue or cost.
How Microtra helps
Keep the business connected.
Use the tools that fit your day, with your records ready on your phone or on the web.
Define the planning engagement
Put the agreed service into an estimate with consultation, planning or coordination deliverables described clearly. Use progress invoices from the estimate to follow the payment stages you arranged.
Explore this featureReturn to an actionable task list
Add tasks and notes for venue walkthroughs, supplier confirmations and handover preparation. Job status helps you distinguish active planning from work waiting for the couple's decision.
Explore this featureKeep the client's commercial history
Save client contacts, document preferences and notes with their estimates and invoices. Record who can approve extra planning work so an informal request does not become a disputed charge.
Explore this featureUnderstand the effort in each service
Log research, meetings and coordination time against the job. Review where the hours went when evaluating your own service pricing, even if the client receives a fixed-fee invoice.
Explore this featureSeparate your business spending
Enter expenses and receipt photos for costs your planning business incurs. Review billable client costs before invoicing, and keep the couple's direct supplier budget in your separate planning records.
Explore this featureA day in the life
From the first quote to paid.
Agree the level of involvement
Ask what the couple has arranged and what they expect you to handle. Describe the service boundary before preparing the estimate and scheduling your consultations.
Work through decisions
Record planning tasks and time as you research and meet suppliers. Update notes when a decision changes your responsibilities or leaves a deliverable waiting.
Prepare the coordination handover
Review the agreed work, assigned staff and outstanding tasks. Verify the detailed event schedule, guest arrangements and supplier instructions in your dedicated planning process.
Close your engagement
Reconcile your time, expenses and approved additions. Share the invoice PDF and record receipts, then finish the remaining return or handover tasks after the event.
Your words
Find your way around.
Choose Other when you set up Microtra and these are the labels you start with. Change them, and the tools you use, any time in Modules & terms.
- Your work
- Job
- Your customer
- Client
Room to get started
Plans from $5.99/month.
Start with a 14-day free trial. No card needed. Compare plans to find the tools and invoice allowance that fit your business.
Your business. Your next step.
Try Microtra on your phone and on the web. Review plan details before choosing the right fit.
Compare plansA few useful answers
Questions from wedding planners.
Does Microtra manage RSVPs and seating charts?
No. Guest lists, RSVPs, seating plans and wedding websites need a separate planning tool or process. Microtra holds the business administration for your own service, including jobs, time, estimates and invoices.
Can I compare effort across planning packages?
Record time with descriptions for the work involved in each engagement, then review the entries and costs. Use the findings to reconsider your own scope and fees rather than assuming a full diary means the service is profitable.
Is a wedding supplier directory included?
Microtra does not provide a wedding supplier marketplace or recommendation directory. Keep supplier research in your chosen records and verify availability, scope and commercial arrangements directly with those businesses.
How should I handle a supplier bill paid by the couple?
Keep it in the couple's wedding budget process. Only enter costs in your own business records when they belong there, and confirm the treatment of client funds and reimbursements with your qualified adviser.
Which setup suits a planning practice?
Other provides Job and Client terminology, with schedule and time entries enabled. There are no linked records at the start. Inventory begins off and can be enabled through Modules & terms if you choose to track your own materials.
Features
Templates
Guides
Keep exploring
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Explore industry guideWhat to look for in software for a one-person business
Choose software for a one-person business by testing quotes, invoices, schedules, client records and exports against the way you actually work.
Read the guideHow to write an invoice a client can understand
Write a clear invoice with business and client details, useful line items, totals, payment instructions and a repeatable check before sharing it.
Read the guideSoftware for small business
Unleash your potential.
You do the work. Microtra gives you the software to run the business. Start your 14-day free trial. No card needed.
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