Wedding Planner Invoice Template (Packages + Deposits)

Wedding planner invoice template for full, partial and day-of coordination: deposit schedules, vendor coordination fees, travel and a worked example.

By Invoice Creator Editorial Team 9 min readPublished: October 29, 2026

Quick answer: A wedding planner invoice template bills a couple for planning and coordination services. It lists the package (full planning, partial planning or day-of coordination), the planning fee, retainer and payment schedule, extras such as additional assistants, vendor coordination, travel or overtime, payments received, any sales tax and the balance due with dates.

Weddings are booked a year or more ahead, paid in installments and often funded by more than one family member. That makes the wedding planner invoice part of a longer billing story: a retainer at booking, interim payments, a final balance before the date and sometimes a post-event bill for overtime. A clear wedding planner invoice keeps everyone aligned on what has been paid and what is still due.

This guide explains how planners price packages, how to set up a deposit and payment schedule, how to bill vendor coordination and pass-through costs, and what to put on each invoice. It includes a complete example and a payment schedule worked out with real numbers. You can build each invoice in our free invoice generator.

What is a wedding planner invoice?

A wedding planner invoice is a request for payment from a wedding planner, coordinator or planning company for services under a signed planning agreement. Unlike a general event planner invoice, it usually covers a long engagement with several scheduled payments, a fixed event date and personal clients rather than a business with an accounts payable team.

Each invoice in the series should show the full contract value, payments to date and the amount due now. That way, a parent paying one installment or a couple checking their budget can see the whole picture.

Wedding planning packages and how to price them

Package	What it covers	Common pricing method
Full planning	Budget, venue search, vendor selection, design, contract review, timeline, rehearsal and wedding day	Flat fee or a percentage of the total wedding budget, often with a minimum
Partial planning	Starts after the venue and some vendors are booked; fills gaps, design and logistics	Flat fee
Month-of / day-of coordination	Takes over 4 to 8 weeks out; confirms vendors, runs rehearsal and the day	Flat fee with set event hours
Destination planning	Full or partial planning with travel and local vendor management	Flat fee plus travel
A la carte	Design only, vendor search, rehearsal only	Hourly or per service

Prices vary widely by market and experience. The figures in this guide are illustrative, not a survey. Some full-service planners charge a percentage of the wedding budget (with a floor so small weddings remain profitable), while others prefer a flat fee so their pay does not rise just because the couple spends more. Whichever you choose, the invoice should name the package exactly as the contract does.

How to set a deposit and payment schedule

Because planners turn down other bookings for the date, nearly all require a retainer when the contract is signed. A typical schedule for a full planning package:

Retainer at signing: often 25% to 50% of the planning fee, non-refundable per contract.
Interim payment(s): at a midpoint such as six months before the wedding.
Final balance: two to four weeks before the wedding.
Post-event invoice: only for overtime or approved expenses incurred on the day.

Issue an invoice for each installment rather than relying on reminders alone. Our guide to deposit invoices explains how to word the first one, and the partial payment invoice guide shows how to roll prior payments forward. For couples who need a longer plan, a written payment plan agreement avoids confusion.

Tax note: when you receive advance payments, the timing of income recognition depends on your accounting method; the IRS explains methods in Publication 538. Most small planners use the cash method and report payments when received. This is general information, not tax advice.

Vendor coordination fees and pass-through costs

Most couples sign directly with the venue, caterer, photographer and other vendors and pay them directly. The planner bills for managing those relationships, not for the vendors' services. A few situations need extra lines:

Vendor coordination fee: some planners charge a separate fee when a couple books many vendors or vendors the planner has not worked with.
Additional assistants: large guest counts may need extra staff on the day, billed per person.
Purchases on the couple's behalf: signage, favors, decor or rentals. Bill at cost with receipts, or with a disclosed handling fee. Tangible items may be taxable.
Travel and lodging: for venues beyond a stated radius or destination weddings.
Overtime: event hours beyond those included, per hour per staff member.

Be open about vendor commissions. If you accept referral fees, disclose them in writing; many planners decline them entirely.

What should a wedding planner invoice include?

Your business name, logo, address, phone, email and website.
Invoice number, issue date and due date.
Client names (both partners) and the paying party if different, such as a parent.
Wedding date, venue and contract date.
Package name and total planning fee.
This installment and its share of the fee.
Extras and pass-through costs, each on its own line.
Sales tax on taxable items only; the sales tax calculator helps.
Payments received to date and remaining balance.
Payment methods, late fee and cancellation terms; see invoice terms and conditions.

Example wedding planner invoice (interim payment)

This example shows the second of three installments on a full planning package. Names and prices are fictional and illustrative.

Description	Qty	Rate	Amount
Full planning package, total fee $9,500. Installment 2 of 3 (35%)	1	$3,325.00	$3,325.00
Additional day-of assistant (guest count over 150)	1	$450.00	$450.00
Vendor coordination: 3 out-of-network vendors	3	$150.00	$450.00
Welcome signage and table numbers (purchased for clients, at cost, receipt attached)	1	$212.00	$212.00
Subtotal			$4,437.00
Sales tax on tangible goods ($212.00 x 9%)			$19.08
Amount due this invoice			$4,456.08

Payment summary: Planning fee $9,500.00. Paid: retainer $3,325.00 (April 20, 2026). This invoice: $3,325.00 of planning fee. Remaining planning fee after this invoice: $2,850.00, due April 24, 2027 (three weeks before the wedding).

Sales tax treatment and rates vary by state and locality; the 9% figure is illustrative. Check your own state's rules on signage and decor before charging tax.

Worked example: building a full payment schedule

A planner books a full planning package at $9,500 in April for a May wedding the following year. The contract uses a 35/35/30 split:

Payment	Due	Share	Amount	Balance after
Retainer	At signing (April 20, 2026)	35%	$3,325	$6,175
Interim	November 12, 2026	35%	$3,325	$2,850
Final	April 24, 2027	30%	$2,850	$0

If the reception runs 90 minutes over the 10 hours included and two staff stay, overtime at $75 per hour per person is 1.5 x 2 x $75 = $225, invoiced after the event. If the couple cancels in January 2027, the retainer is kept per contract, and the cancellation clause decides whether the interim payment is refundable. Our guide to a cancellation fee invoice covers how to bill that situation.

Flat fee vs percentage of budget: a worked comparison

Suppose a couple plans a wedding with a $60,000 total budget (venue, catering, flowers, photography and so on). Compare two ways a planner might price full planning, using illustrative numbers:

Pricing method	Calculation	Planning fee
Percentage of budget	15% x $60,000	$9,000
Percentage with minimum	15% x $40,000 = $6,000, raised to an $8,000 minimum	$8,000
Flat fee	Based on estimated 160 hours x $60 effective rate	$9,600

The percentage method grows with the budget, which can feel fair for complex weddings but makes the fee move if the couple changes plans. If the budget rises to $75,000 halfway through, a 15% fee rises to $11,250, and the next invoice has to explain the change. A flat fee is easier to invoice because the installments never change. Whichever you use, put the method and any adjustment rule in the contract, and show the calculation on the invoice when the fee changes.

Who pays: invoicing couples, parents and split payments

Weddings are often paid by several people: the couple, one or both sets of parents, sometimes grandparents. A few practices keep this clean:

Name the contracting party. The person who signs the planning agreement is responsible for paying. Address the invoice to them, and list the couple's names and wedding date for reference.
Split by agreement, not by request. If two families each pay half, issue two invoices that reference the same contract and show each party's share, rather than one invoice that two people half-pay. Each party then gets its own receipt and reminder schedule.
Keep a running statement. A simple statement of account listing every invoice and payment helps when several people are paying.
Send receipts promptly. Parents often want proof that their contribution arrived.

Date changes and cancellations

Postponements are common. Your contract should say whether payments transfer to a new date, whether a rebooking fee applies and what happens if the new date is unavailable. When a date moves, issue a revised payment schedule and void or credit any invoice whose due date no longer makes sense, using a credit note rather than deleting it.

Step-by-step: sending a wedding planner invoice

Copy the package name, fee and schedule from the signed contract.
Open the invoice generator and add your branding.
Use a numbering format per year, such as JLE-2026-219; the invoice number generator can help.
Add the installment line, extras and any pass-through purchases.
Apply tax only to taxable lines.
Add the payment summary showing what has been paid and what remains.
Send the PDF two weeks before the due date with a friendly note and payment link.

Common wedding planner invoicing mistakes

Calling a non-refundable retainer a "deposit" without clear contract terms.
No running balance. Couples lose track of what has been paid across months.
Final payment due after the wedding. Collect before the date.
Undisclosed commissions or markups on vendor purchases.
Taxing the whole invoice when only goods are taxable, or not taxing goods that are.
Billing overtime without records. Note start and end times on the day.

Planning to grow your own firm? Our guide to starting a wedding planning business covers contracts, packages and pricing in more depth, and the catering invoice template shows how one of your key vendors bills.

A good wedding planner invoice shows the package, the installment, any extras and a clear running balance, so couples and parents always know where they stand. Our invoice generator is free, needs no sign-up and downloads a polished PDF built in your browser, ready to send for every payment from retainer to final balance.

Frequently asked questions

How much deposit should a wedding planner take?

Many planners take a non-refundable retainer at booking, often between 25% and 50% of the planning fee, to reserve the date and cover early work. The rest is split into one or more interim payments, with the final balance due several weeks before the wedding. There is no legal standard, so set a schedule that matches your workload and state it in the contract.

Is a wedding planner retainer refundable?

That depends on the contract and state law. Planners usually call the booking payment a non-refundable retainer because it reserves a date they could have sold to someone else. Courts in some states look closely at whether a non-refundable amount is reasonable compared with the planner's actual loss. Use clear contract wording and avoid calling it a deposit if you intend to keep it.

Should a wedding planner invoice include vendor costs?

Usually not. Most couples pay vendors such as venues, caterers, florists and photographers directly under their own contracts. The planner invoices only for planning services, coordination fees and reimbursable expenses. If you do pay vendors on the couple's behalf, show each payment as a separate pass-through line with receipts and disclose any handling fee or commission.

Do wedding planners charge sales tax?

Planning and coordination services are not taxable in many states, but some states tax certain services or event-related charges, and tangible items you sell, such as decor, favors or rentals, are often taxable. Rules vary, so check your state revenue department. If part of the invoice is taxable, put those items on separate lines so tax is calculated only where it applies and the couple can see why.

What is the difference between day-of and month-of coordination?

Day-of coordination is a misleading name because no planner can run a wedding well by arriving that morning. Most so-called day-of packages are really month-of coordination: the planner takes over four to eight weeks before the event, confirms vendors, builds the timeline, runs the rehearsal and manages the day. Invoice it as a fixed package fee with clear hours on the wedding day.

Can a wedding planner charge overtime?

Yes, if the contract sets the hours included on the wedding day and an hourly overtime rate. Late receptions and delays are common, so many planners include eight to twelve hours of event coverage and bill extra time per hour per staff member. Record overtime on the final invoice or a short post-event invoice, with the start and end times.

Should I tip a wedding planner, and does it go on the invoice?

Tips are optional and usually given in cash or a card at the end of the event, not invoiced. Planners should not add a gratuity line unless the contract says a service charge applies. If couples want to tip by card or transfer, you can provide a payment link or add a separate optional line, but make clear it is voluntary and is not part of the contract price.

When should the final wedding planner payment be due?

Most planners require the final balance two to four weeks before the wedding, after the final guest count and vendor confirmations. Collecting before the event avoids chasing money from newlyweds after the honeymoon starts. Any overtime or extra expenses incurred on the day can go on a short final invoice due within seven to fourteen days.

Should a wedding planner accept commissions from vendors?

Some planners receive referral fees from vendors, but undisclosed commissions damage trust because the couple may think recommendations are neutral. If you accept them, disclose the arrangement in writing. Many planners now refuse commissions and charge a higher planning fee instead, which keeps the invoice and the relationship straightforward and easy to explain.

Invoice Creator Editorial Team

Guides on invoicing, cash flow and small-business finance from Invoice Creator, operated by Next Software Development Company. Content is reviewed for accuracy against the fields our own invoice generator produces.

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