Wedding Vendor CRM Development

Inquiry forms embedded on the vendor website or linked from social profiles capture lead details: event date, venue, guest count, budget range, and how they found the vendor. Referral source tracking records whether the couple came from Google, The Knot, WeddingWire, Instagram, a past client referral, or a direct visit -- so the vendor can see which acquisition channels produce bookings, not just inquiries. Leads enter the pipeline at the first stage automatically -- no manual entry required. Pipeline stages configured for the vendor's sales process: new inquiry, proposal sent, follow-up, booked, event complete. Stage movement is manual or triggered automatically by actions -- proposal sent moves the lead to the follow-up stage, deposit received moves the lead to booked. Pipeline view shows all active leads by stage with event date, inquiry date, and last contact date visible at a glance. Overdue leads flagged when no activity has occurred within a configurable number of days -- a lead that received a proposal but hasn't responded in 10 days surfaces automatically rather than waiting for the vendor to remember to follow up. Multi-vendor collaboration settings allow the vendor to share specific event details -- date, venue, timeline -- with a coordinator, photographer, or caterer working the same event, without exposing the full client record or financial history.

Inquiry record holds all details submitted by the couple plus internal notes from the first conversation. Quote builder assembles pricing from configurable service packages -- full-day coverage, second shooter add-on, album package, engagement session -- with per-item pricing calculated automatically. Pricing can be adjusted for guest count, venue distance, or peak-season surcharges without rebuilding the quote from scratch. Quote sent by email directly from the CRM with a PDF attached and an open-tracking pixel so the vendor knows when the couple viewed it. Quote version history: every version saved with the date sent, any pricing changes noted, and the reason for the revision. The couple's response to each quote -- opened, replied, declined -- tracked in the record, giving the vendor a clear picture of where in the proposal process each lead is. Multiple quotes in flight for the same lead with different package options compared in a single view. Quote-to-booking conversion rate tracked per package, per inquiry source, and per time period -- so the vendor can identify which service package has the highest close rate and which source produces the most serious buyers, not just the most volume.

Proposal builder for vendors who send detailed multi-page proposals covering service description, inclusions, what is not included, the day-of timeline, team composition, and pricing -- distinct from a simple price quote. Proposal templates configured per service type -- ceremony-only versus full-day, intimate elopement versus large reception -- and customised per client with their names, event date, and venue pre-filled. Contract generated automatically from the confirmed proposal and sent for e-signature via DocuSign or HelloSign without leaving the CRM. Contract status tracked in the client record: draft, sent, opened, signed by client, countersigned by vendor. Client questionnaire and timeline builder linked to the booking record: the vendor sends a questionnaire after signing, the couple fills it in through a web form, and their answers (vendor preferences, timeline, ceremony order) are attached to the event record for day-of reference. Amendment workflow for contracts that need changes after signing -- a new version is generated, the change is noted, and both parties re-sign the amended version. All documents stored permanently in the client record, version-controlled, and accessible by the vendor without hunting through email.

Payment schedule set at the time of booking: deposit amount, interim payment milestones if applicable, balance amount, and due dates for each. Stripe integration processes card payments and ACH bank transfers directly from the CRM payment link, with milestone-based payment requests triggered automatically on each due date. Automated payment reminders sent to the couple by email or SMS at configurable intervals before each due date -- three days out, one day out -- so the vendor doesn't manually chase. Deposit status -- requested, paid, overdue -- visible in the client record and the pipeline view. Balance payment status tracked in the same record alongside the contract status, so the vendor can see at a glance which confirmed bookings still have an outstanding payment without navigating between systems. Overdue payment alerts surfaced in the vendor dashboard with the number of days overdue and the outstanding amount. Income reporting dashboard shows total booked revenue by month, deposit income received, balance payments due, and year-to-date earnings by service type -- the financial visibility that replaces an end-of-year accounting catch-up. Payment history exportable per client and in aggregate for accounting reconciliation.

Every email sent from the CRM recorded in the client timeline -- date, subject, and content. Inbound email replies captured in the timeline via BCC forwarding or email integration. Internal notes added by the vendor or team members with timestamps. SMS messages logged if the vendor uses SMS for client communication. Communication timeline shows the full history of the relationship in chronological order -- no switching between the CRM and an email client to reconstruct what was said. For agencies with multiple team members, the timeline shows who sent each message.

Automated post-event email sent a configurable number of days after the wedding date -- typically three to seven days after the event, when the couple's experience is fresh -- asking for a review on Google, The Knot, or WeddingWire. Review request links deeplink directly to the review submission page on each platform so the couple doesn't have to navigate there themselves, reducing the friction that kills review conversion rates. Review request timing, content, and platform priority are configurable per vendor. Referral tracking links a new inquiry to a specific past client when the referral source is recorded at intake -- so the vendor knows that their client from April 2024 has referred two new bookings, and can acknowledge that with a personal thank-you. Referral performance report shows which past clients generate the most new inquiries and bookings, and which acquisition channels produce referral-quality clients versus one-time bookings. Anniversary follow-up email sent on the couple's first anniversary with a personal note from the vendor -- a low-effort touchpoint that keeps the relationship warm and generates referrals at a disproportionately high rate in the wedding industry, because the couple is actively talking to engaged friends around the anniversary date.