Since starting my studio in 2020, I’ve worked with dozens upon dozens of wedding creatives—photographers, florists, venues, designers. You name it, I’ve partnered with them. And there’s one vendor that consistently blows me away with just how much they hold: wedding planners.

From logistics and timelines to design and emotional support, wedding planners are often the quiet engine behind a seamless event. They are the unsung heroes working behind the scenes—making sure everything flows beautifully, even when the pressure is high and inevitable hiccups of all shapes and sizes are thrown their way.

In my work as a creative partner, I’ve had the honor of supporting many wedding planners—helping refine their brand, clarify their process, and build a streamlined experience for both them and their clients. And now, I’m giving away all my best wisdom to you.

Whether you’re a seasoned wedding planner or just starting to scale, my hope is that this post becomes a resource for building a more streamlined, aligned, and elevated client journey—one that feels just as good for you as it does for the couples you serve.

And if you’re looking for the tools to help bring that to life, I’ve created a HoneyBook template collection that will make it so much easier.

But more on that later.

Let’s start at the very beginning: when a potential client first reaches out.

The Exact Client Workflow I Recommend for Wedding Planners

01. Receive an Inquiry through your Branded Contact Form

The very first moment of an elevated client experience is when your dream client lands on your contact form. Whether they found you through Instagram, referral, or through your stunning website, something in your presence invited them to take the next step and inquire.

As wedding planners, your contact form should feel intentional, easy to navigate, and beautifully branded. (If you’re not sure where to start, I’m working on a post on creating a beautiful contact form using HoneyBook—coming soon!)

02. Send a Thoughtful Post-Inquiry Email + Investment Guide

Once an inquiry lands in your inbox, your next move as wedding planners should be both warm and efficient. I recommend setting up a post-inquiry email automation—a kind message that thanks them for reaching out and gently outlines what to expect next.

This is also the perfect time to share your Monroe Investment Guide—a clean, elevated brochure that introduces your wedding planning services, outlines your planning approach, and offers a thoughtful preview of what it’s like to be your client. With a built-in scheduler included, your leads can book a call without needing to wait for a follow-up.

No email ping-pong. No “what works for you?” back-and-forth. Just ease, clarity, and that immediate sense of being taken care of.

By sharing your wedding planning pricing and process upfront, you’re gently filtering for fit while saving everyone time and energy.  But more than that, this Investment Guide offers a first glimpse into your world. Instead of seeing it only as a price list, recognize that it’s your inquiring clients’ first welcome. A tone-setter. A trust-builder. And a way to honor your time while giving potential clients the space to connect with who you are and how you work.

03. Host a Thoughtful Discovery Call

Without lifting a finger, your client has scheduled a discovery call for your wedding planning services. That’s the beauty of smart systems.

This is your first real-time moment to connect—so treat it like sacred space and make it count! Whether in person or on Zoom, this is your chance to listen deeply, build trust, and offer just enough guidance to show them they’re in capable, aligned hands.

Come prepared, come polished, come caffeinated—and let the conversation flow naturally. (And if you’d like a little support here, I have a post in the works on how to lead an inquiry call from prep to follow-up.)

04. Send a Seamless, All-in-One Proposal

After connecting with your client on the inquiry call, take a quiet moment to check in with yourself. Do you feel aligned with this couple and their vision? Are you getting a gut yes? Do you have the capacity to take them on with care?

If it’s “yes, yes, and yes,” then it’s time to send a wedding planner proposal that strikes while the energy is still high—and reflects the quality of your services and the experience they’re investing in.

The Monroe Proposal includes everything your client needs to book in one polished, professional file: service selection, contract, and invoice, all wrapped in clean, intentional design. Not only does it make it incredibly easy for your clients to say yes and make it official, but it also shows them—right out of the gate—that you have your sh*t together and you’re here to lead the way.

05. Welcome Them In with a Beautiful Onboarding Guide

The wedding planning contract is signed, the deposit is paid—now the experience truly begins. This is your opportunity to usher clients in with clarity and warmth.

The Monroe Welcome Guide lays out everything they need to know about working with you as a wedding planner: communication details, planning phases, team info, and FAQs. It sets expectations and builds trust, while freeing you from repetitive emails. 

“When are we choosing vendors?”

“How involved are you during the design process?”

“How often will we be meeting?”

It’s all there—beautifully written, thoughtfully laid out, and ready to guide them through what’s next.

06. Gather the Details with an Onboarding Questionnaire

Within that same Welcome Guide, your client will find their first piece of homework: the Monroe Onboarding Questionnaire. This form collects everything from the story of their relationship to aesthetic preferences, planning priorities, and how they want the experience (and the day itself) to feel.

Once they’ve submitted the form, you can automate a prompt to schedule your wedding planning onboarding call—keeping the process smooth and connected.

Here’s a good mantra we’re repeating throughout this entire process: Whatever can be automated, automate it. Wherever you can use a scheduler, use it.

07. Present the Design Vision + Invite Feedback

After your wedding planning onboarding call, you’ll have the logistics squared away and a clear sense of your couple’s style. Now it’s time to bring their vision to life.

When you’re ready to present, you have options: schedule a live Design Presentation Call, or record a walkthrough using a tool like Loom.

Either way, send your client the Monroe Design Feedback Questionnaire to gather thoughtful, helpful input. Instead of leaving them to write out their thoughts in an open-ended email, this guided form gives them space to reflect, respond, and collaborate—so you can refine the design together with clarity.

P.S. Did I mention this questionnaire also comes with a gorgeous customizable Canva moodboard template? Perfect if your visuals could use a little extra love before presentation day.

08. Wrap Up the Plans with a Final Details Questionnaire

The final stretch of wedding planning is often the most exciting for your client—and the most detail-heavy for you. Getting up to speed on vendor logistics, guest count, and the flow of the day can feel like a lot at once.

The Monroe Final Details Questionnaire helps you gather all the final information you need: vendor contacts, getting-ready locations, key players, first look plans, and other flow-related details. It’s a thoughtful way to ensure nothing slips through the cracks as wedding day approaches.

09. Wedding Day

The big day is here, and you’re in your element. While you’re orchestrating the celebration, your systems can continue to support behind the scenes.

I recommend scheduling a gentle pre-wedding automation email—a thoughtful note the night before or morning of—to ground your couple and remind them you’re by their side. You can also set up an internal delivery to your assistant or team with the day’s logistics to keep everything aligned and stress-free.

10. Offboard with Love + Invite a Testimonial

The vows have been promised, the cake cut, the champagne toasted, the final dance danced.

But your client experience shouldn’t just end there.

About a week after the wedding, I recommend sending an official offboarding email—a warm thank you, a funny or heartfelt moment that stood out, and a few thoughtful details to wrap things up. Let them know how to stay in touch, outline any remaining deliverables or payments, and give them space to reflect on the experience you shared.

And of course, don’t forget to include your Monroe Testimonial Questionnaire.  Just a few thoughtful prompts can help your couple share kind words, honest feedback, and a little love you can carry into your next season.

Bringing It All Together

Here’s what I’ve learned from supporting planners: your talent and heart are already there. You don’t need to reinvent your business. You just need systems that support you—ones that feel aligned, beautiful, and easy to manage.

That’s what the Monroe Collection is here to offer: a thoughtful, HoneyBook-ready workflow built to help you do what you already do well, with more clarity and less friction.

You can explore the full collection here, or find it in the HoneyBook Marketplace. Whether you’re looking to uplevel your experience or simply create a little more ease, Monroe is here to meet you where you are—and help you step fully into where you’re headed.