Invoicing Software for Event Planning Agencies
Event planning agencies need invoicing that separates planning fees from vendor costs, tracks coordination hours separately from day-of management, and manages event cost pass-through. AgencyPro automates event planning invoicing by tracking planning, coordination, and management work separately from vendor costs, ensuring you bill accurately for event planning services while maintaining transparent client communication about event investment.
Why Event Planning Agencies Need Better Invoicing
Event management companies coordinating venues, vendors, timelines, and budgets for corporate and social events.
Separating event planning fees from vendor cost pass-through (venues, catering, entertainment) so clients understand service pricing
Tracking billable hours for event planning, vendor coordination, and day-of management separately, as clients expect detailed breakdowns
Managing milestone-based event invoicing (deposit, planning completion, final payment) while tracking actual planning time spent
Billing for event planning retainers or monthly planning fees separately from one-off event coordination projects
How AgencyPro Solves Invoicing for Event Planners
Professional invoicing with time-to-invoice automation, multiple payment gateways, and branded invoice delivery.
Handles both event planning fee invoicing and vendor cost pass-through in the same system, with clear separation between services and costs
Tracks planning, vendor coordination, and day-of management separately, ensuring each event planning service is properly invoiced
Manages milestone-based event invoicing aligned with planning phases while tracking actual time spent for accurate project costing
Supports both retainer-based event planning invoicing and project-based event coordination billing
How It Works
Track event planning work by activity type
Team members log time spent on event planning, vendor coordination, site visits, day-of management, and post-event follow-up, with activities tracked separately
Generate event and vendor cost invoices
Create invoices for event planning fees (planning, coordination, management) plus separate line items for vendor costs passed through to clients
Send detailed event planning invoices
Deliver invoices that show planning hours, vendor coordination work, day-of management provided, and vendor costs, demonstrating comprehensive event planning value
Frequently Asked Questions
How does AgencyPro separate event planning fees from vendor cost pass-through?
AgencyPro supports line items beyond time-based billing, so you can add vendor costs (venues, catering, entertainment, decor, etc.) as separate pass-through line items on invoices. Track your event planning time separately, then create invoices that show planning fees (hourly or fixed) plus vendor costs as distinct line items. This transparency helps clients understand exactly what they pay for your event planning expertise versus what goes directly to vendors, reducing billing confusion and making it easier to justify planning fees.
Can I bill differently for event planning versus day-of management?
Yes, AgencyPro lets you categorize event work by activity type, so event planning, vendor coordination, site visits, day-of management, and post-event follow-up can be tracked separately. When creating invoices, include these as distinct line items with different billing rates if needed, showing clients what they pay for different types of event services. This separation helps justify event planning pricing and demonstrates the comprehensive coordination and management involved in professional event execution.
How do I handle milestone-based event invoicing (deposit, planning completion, final payment)?
AgencyPro supports milestone-based invoicing aligned with event planning phases. Create invoices when milestones are reached (initial deposit, planning completion, final payment), while tracking actual planning time spent throughout. You can set up milestone invoices that include planning fees plus vendor costs, or separate invoices for planning versus vendor payments. This gives you flexible event billing that matches how clients prefer to pay for events.
What if clients want to see which vendors were coordinated or which planning tasks were completed?
AgencyPro invoices support detailed line items and descriptions. When creating invoices from tracked event planning work, you can add notes specifying which vendors were coordinated, which venues were scouted, which planning tasks were completed, or which event elements were managed. This level of detail helps clients understand the scope of event planning work completed and justifies event planning pricing, leading to better client relationships and fewer billing questions.
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More AgencyPro Solutions for Event Planners
Time Tracking Software for Event Planning Agencies
Smart time tracking with project-level timers, billable/non-billable categorization, and team timesheets.
Client Portal for Event Planning Agencies
Branded client-facing portal for project updates, file sharing, approvals, and transparent communication.
Project Management Software for Event Planning Agencies
Agency-focused project management with task boards, deadlines, team assignments, and client collaboration.
CRM Software for Event Planning Agencies
Client relationship management built for service businesses with deal pipeline, contact management, and client lifecycle tracking.
Reporting & Analytics Software for Event Planning Agencies
Real-time dashboards and automated reports covering revenue, profitability, utilization, and project performance.
Recurring Billing Software for Event Planning Agencies
Automated subscription and retainer billing with payment processing, dunning management, and revenue recognition.
Streamline event planning agency invoicing
Join event planning agencies using AgencyPro to automate invoicing from tracked event work. See how detailed billing improves client relationships and reduces disputes.