The Busy Bee started as a boutique wedding planning company in Central Florida five years ago. Over the years, our love for weddings morphed into so much more and has transformed The Bee into a multi-faceted company that encompasses not only weddings but hosting and entertaining, motherhood and business.
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A goal of ours once transitioning our business has always been to encourage and educate other wedding planners to help them grow their business intentionally and purposefully. We’ve been there. We understand the hard work and dedication that goes into each wedding, and we feel it’s an honor to share the in’s and out’s to what helped our company grow while not hindering our personal lives, and we’re excited to share the best software for wedding planners that changed the game for us personally and professionally!
THE EARLY DAYS
In the early days of The Busy Bee, we worked solely through email, stacks of paperwork and binders galore. We’d print every contract, sign them by hand, organize our clients in color-coordinated folders and kept piles of paperwork across our desks. That was until the experts from Soda PDF realized there was software designed specifically for wedding planners and business owners that could not only make our lives easier but our couples’ planning experience more streamlined and up to date.
Truth be told, as a wedding planner, you’re not just the planner. You’re a business owner which means you’re the accountant, secretary, assistant, in charge of the inventory, business photographer, social media manager, blogger etc. As a business owner, there’s a lot to remember and a lot to do and what if we told you for each category you may be feeling called to day in and day out amazing software for wedding planners could streamline your workflow and get you back to what you love – weddings.
THE BEST SOFTWARE FOR WEDDING PLANNERS
Somehow we stumbled across HoneyBook during its trial period and the second we were given a tour via computer, we were sold. HoneyBook took all of our paper clutter and organized our business while streamlining our workflows.
HoneyBook falls under the category of the best software for wedding planners because it is an all-in-one project management tool. You can expect to find:
- Project Pipeline
- Task Managers
- Contact Forms
- Time Tracker
- Workflows (fully customizable & automatic – um, HELLO!)
- Lead Capture
- Opportunities (to find employees, partnerships and/or job opportunities)
WHY WE CAN’T GET ENOUGH
HoneyBook helps wedding planners organize everything for their business so they can focus on planning and designing their couple’s weddings without having to worry about keeping track of payments, proposals and packages, and all the things that make a business successful. One goal of ours was always to streamline our workflows so we could work more efficiently and HoneyBook was definitely the answer. Each workflow is customizable and automatic. We’ve saved so much time on the back end by creating templates that are reusable but still personalized for each couple.
Flodesk is our new go-to for Email Campaigns and monthly Newsletters. The first time we signed into Flodesk, we knew it was made for us. The beautifully designed templates allow us to drop our images in, stay on brand and connect with followers such as yourself without spending the extra time learning to code, source and come up with new ideas. This tool for email campaigns also includes a user-friendly workflow to help you connect with your readers instantly.
You can expect to find:
- Stunning templates to share news, inspiration, sales, upcoming events & more
- Forms that integrate with your website to convert leads (can be used on any device!)
- Insights to help you become a marketing expert (no more guessing games!)
- Automated workflows so your business can keep working for YOU
WHY WE CAN’T GET ENOUGH
Over the years, we’ve learned automation is the way to go. Time and community are the most valuable assets, and Flodesk allows us to capitalize on both. We can connect with our readers and clients without putting in the extra effort of learning a new system, guessing when they’ll be on and creating new ways to reach them. Flodesk does all of that for us so we can get back to what matters most – connection.
Another reason why we choose Flodesk over the other guys is the ability to stay on brand. As designers, we know the importance of sticking to your brand to build trust with your clientele. Flodesk allows you to change fonts, colors, insert images, links and create new blocks to express your brand across the board. What’s better than having a client know it’s your email without even looking at who sent it?!
Now that all of your business tools and templates are compact and organized, let’s dive into the best software for wedding planners that helps you plan the weddings!
Yes, you heard that right! Aisle Planner changed the whole game for us and allowed us to plan our couple’s weddings in a collaborative way that was as convenient as the phone in our hands. You can expect to find:
- Lead Captures
- Design Style Guides
- Vendor Lists
- Client Management / CRM Tools
- Collaborative Workspace (sends email notifications in real time)
- Task Lists
- Wedding Planning Checklist (fully customizable – by category & by timeline)
- Wedding Day Timeline
- Calendar (syncs with phone and allows you to set reminders and alarms)
- Guest Lists
- Layouts/Floor Plans
WHY WE CAN’T GET ENOUGH
Early in our wedding planning days, we used email as the sole form of communication with our couples and vendors. Aisle Planner allowed us to move all communication in one place and organize it by category and/or vendor. Gone were the days of searching through hundreds of emails to relay what the florist originally quoted because we could simply attach all proposals and copy and paste all communication simply under the vendor’s tab in Aisle Planner. Not to mention, we saved hours from writing our vendor recommendations and looking up their contact information because it is stored the first time right in the app.
We can’t move on to the next best software for wedding planners without mentioning Aisle Planner’s wedding checklist. The ability to assign tasks to each person planning the wedding (planner, bride, groom, mother of the bride, etc) keeps each person focused on their own to do’s while alerting everyone else once the task has been checked off. If a task no longer applies, it can removed from the list completely and vice versa, if a task isn’t on the checklist, you have the ability to customize it to each client and their needs.
As a wedding planner, did you know Pinterest is one of the most important platforms you need to be on? What?! YES! Ask yourself one valuable question, “Where are my brides?” They are most likely pinning on Pinterest and creating multiple boards to design their dream wedding. They need to be able to find YOU on Pinterest so that you’re included in that dream wedding and plan beside them!
Now you’re wondering how to fit Pinterest in your schedule. You already have to focus on social media, the in’s and out’s to running your business and plan multiple weddings at once. How could you possibly fit in Pinterest as well?
Tailwind is one of the best software tools for wedding planners because it takes the task of pinning on Pinterest from you and schedules pins at the right time to meet your ideal clients! Manually pinning can take hours and the time your ideal client is on most likely is not the ideal time for you to pin.
- Publishing Tools
- Pin Scheduler
- SmartLoop (automatically reposts your best pins with highest insights)
- Board Lists
- Schedule Straight from Instagram
- Schedule Straight from any Website
- Tracks Profile Performance
- Board Insights (helps you understand your audience and how they react to your content)
- Pin Inspector (allows you to decipher which pins are top performers)
- Referral Tracker
WHY WE CAN’T GET ENOUGH
Not only does Tailwind tell you the best times to schedule your pins, this software helps you choose the best content to reach your ideal client. And then it pins for you!!! Pinning constantly boosts engagement and keeps your content relevant and in front of new possible customers.
Last but certainly not least, Planoly is not only one of the best software for wedding planners, its a must-have for ALL business owners.
Time management is everything while owning a business and Planoly is your Visual Planning and Marketing bestie!
- Plan Instagram Posts VISUALLY
- Discover Content in your Community
- Schedule Content and Post Directly to Instagram
- Analyze your Content and Audience
- Manage and Reply to Comments
- Draft Multiple Grids before Planning
- Plan, Draft and Schedule Stories and Post Directly to Instagram
WHY WE CAN’T GET ENOUGH
There was a time when we found ourselves posting just to post. Social Media is so important for marketing your business and we knew the value in that because the majority of our couples came from Instagram alone. We wanted to put valuable content out into the world that served a purpose and served them well. Planoly allows us to do just that. The capability to plan and manage our Instagram visually and schedule our posts beforehand allows us to post with purpose. If you’re not scheduling your posts, stop everything right now and set some time aside to do so. It’ll change everything for you and your business. The best part, it’s FREE!!
All in all, we know how it feels to be pulled left and right as a wedding planner, and we’ve found these tools to be super helpful in streamlining our business and organizing our projects. We challenge you as a Busy Boss to sign up for at least one of these today and see how it transforms the way you work!
Click here for more ways to streamline your business, free templates and tools!