Florists and flower shops
A florist quotes wedding flowers with a deposit, and sells bouquets online for local delivery.
Wedding and event planners
Your clients sign the plan and pay in stages before the day. Each event's tasks and dates stay in front of your team.
The planners, coordinators and assistants work in one Magpie team. Each couple or company has a portal of their own.
Get started free
This combination of six Magpie areas fits an event planner.
- Proposals
- Proposals quotes your fee and a price per guest, and takes the deposit at signing.
- Client Portal
- Client Portal gives each couple their plan, their files and their invoices.
- Kanban Boards
- Kanban Boards holds each event's tasks, from the venue visit to the day.
- Calendar
- Calendar shows the team every event, visit and deadline.
- Invoicing
- Invoicing bills each payment on its date, and clients pay by card.
- Contacts
- Contacts keeps every client, venue and supplier with their history.
Your client sets the guest count, signs, and pays the deposit.
Proposals turns your services into a quote the client reads and signs online. Magpie's event planning starter has a planning fee and coordination on the day. Catering is priced per guest, and the client sets the number.
The client chooses the extras you made optional, such as flowers. They sign with a drawn or typed signature. The starter takes 30% at signing and 40% a month before. The rest is due on the day.
Each couple sees their plan, ticks their steps and pays from one page.
Client Portal gives each client a private page of their own. A plan lists the stages up to the day, with steps for you and for them. They tick theirs, such as choosing the menu or sending the guest numbers.
Their Overview lists their open steps, the invoices to pay and the documents to sign. You can share files there too, such as the venue's floor plan.
Each event has a board, and every task on it has an owner and a date.
Kanban Boards gives each event a board of cards, such as booking the band. A card has an assignee, a due date and notes. Cards move across columns as the work is done.
A card can hold To-dos, such as each supplier to call. Those To-dos have reminders and appear on the calendar on their dates.
The team calendar shows every event date, venue visit and deadline.
Calendar gives the team one calendar of its events and To-dos. You add tastings, venue visits and the events themselves, each with a place and a time. Deadlines from To-dos appear on their dates.
Each person can connect Google Calendar. The team's events will then be copied to their own Google calendar.
Magpie invoices each payment on its date, before the day.
Invoicing turns each payment in the proposal into an invoice, emailed on its date. Clients pay by card from the email or their portal. Reminders go out until each one is paid.
The final payment takes whatever is left of the accepted total. Supplier costs you paid can be added to an invoice as lines. Each payment will be added to the books.
Every client, venue and supplier has a page with their history.
Contacts gives each person and business a page, with tags such as Venue or Florist. A client's page lists the proposals you sent, when each was opened, and their invoices.
You can log calls and notes. A follow-up, such as asking a caterer for final numbers, has a date. It will become a To-do on that date.
Seven more areas cover enquiries, contracts, budgets, mood boards and receipts.
- Forms
- Forms takes enquiries with the date, the venue and the number of guests. Magpie will email you each answer.
- E-Signatures
- E-Signatures sends a contract you already use as a PDF to sign. Everyone will be emailed the signed copy and a certificate.
- To-dos
- To-dos keeps shared lists with reminders, such as the week of the wedding. A list can be shared with one person outside the team.
- Spreadsheets
- Spreadsheets holds each event's budget, with formulas and filters. You can share one spreadsheet with a client.
- Idea Boards
- Idea Boards holds mood boards of pictures, links and notes. You can export one as a PDF for a client.
- Expenses
- Expenses keeps each receipt, linked to the client. A cost you pass on can go on their next invoice.
- Accounting
- Accounting adds invoices, card payments and Stripe's fees to the books. You can enter supplier bills too.
A wedding goes from an enquiry to a signed plan, paid in stages before the day.
The couple's contact lists the proposal and every invoice as they happen.
The enquiry
The couple answers your enquiry Form with the date, the venue and the guests. Magpie will email you their answers.
The proposal
You start it from your own starter, with your fee and the price per guest. Magpie will email you when the couple first opens it.
Signed, with the deposit
The couple sets the guest count and signs. Magpie will email everyone the signed PDF and issue the deposit's invoice.
Their portal
When the work starts, Magpie can share the proposal and its invoices in the couple's portal. It invites them first if they have no portal yet.
The plan and the board
You share the couple's plan in their portal. Your team works through the event's board, card by card.
Payments before the day
Each payment will be invoiced on its date, with reminders until it is paid. The last one takes whatever is left.
The books
Every payment will be added to the books, with Stripe's fee.
Setting up takes five steps.
Make a team for the business
You create a team and invite the people who plan with you. Help: Create and manage a team.
Connect Stripe
You connect your Stripe account, so clients can pay deposits and invoices by card. Help: Connect Stripe to receive money.
Make your proposal a starter
You open the event planning starter and set your own fees and terms. Then you save it as your starter. Help: Proposal starters, saved sections and the price list.
Write a starter plan
You write the stages and steps you follow for every wedding, with due dates. Then you save it as a starter plan. Help: Reuse your process with starter plans.
Publish the enquiry Form
The Form asks for the date, the venue and the guests. Then you share its address. Help: Build, publish, and share a form.
Plans
A planning business with staff fits the Team plan, one price for up to 25 members. It has no limit on proposals, invoices, contacts or boards. A planner working alone can use Pro, which removes the same limits.
A free team has up to 3 members and 1 Kanban board. Each month it can send 5 proposals and create 5 invoices. The invoices a proposal makes do not count.
Magpie adds no fee to deposits or invoice payments. Stripe's processing fee is taken from each. Prices are on the Pricing page.
Other businesses that work on events have pages of their own.
Caterers and private chefs
A caterer quotes menus per guest, then plans the kitchen's prep from recipes for each event.
Photographers
A photographer books sessions online and delivers each couple's photos in their portal.
Questions event planners ask
Can a couple set their own guest count in the quote?
Yes. A line priced per guest can let the client change the quantity. You set the fewest and the most. The event planning starter lets them choose from 20 to 300 guests. The totals they sign are the ones their invoices use.
Can I take a deposit and the rest in stages before the day?
Yes. A proposal's schedule holds up to 10 payments. It can have a deposit at signing, payments on dates and a final payment. The final payment takes whatever is left. The invoices then add up exactly to the accepted total.
Can a couple sign the contract online?
Yes. Each person who signs opens the proposal from their own emailed link. They sign with a drawn or typed signature, on a phone or a computer. The proposal is accepted once everyone has signed. Magpie will email everyone the signed PDF and a signing certificate.
Can I see whether a client has read my proposal?
Yes. Activity lists each time a recipient opens it, and how long each spent on each section. Magpie will email you when it is first opened, signed or accepted. The client's page tells them that you can see this.
Can a couple ask questions about the quote before they sign?
Yes. They can ask about the whole proposal or one section, or request changes. You are emailed, and your reply shows on their page. You can then revise it and send the new version with a note on what changed.
Can I reuse the same planning steps for every wedding?
Yes. You save a plan as a starter plan, with its stages and steps. A new plan from it sets each due date that many days from today. Changing the starter does not change plans already made from it.
What does the couple see in their portal?
They see the plan, with the stages and the steps that are theirs. Their Overview lists their open steps, the invoices to pay and the documents to sign. They also see the files and meetings you share. Your team's notes and boards stay private.
Can the couple send me files, such as their guest list?
Yes. Clients upload files on their portal's Overview or Files section. Their files are listed beside yours, with who uploaded each. Each file can be up to 500 MB.
Can my team split the tasks for one event?
Yes. Each card on the event's board has an assignee and a due date. A card can hold To-dos, such as each supplier to call, with a progress line. Those To-dos have reminders and appear on the calendar on their dates.
Can I run several events at once?
Yes. Each event can have its own board, up to 500 cards each. The team calendar shows every event and deadline together. Each client has their own portal and plan.
Can I get reminders before a deadline?
Yes. A To-do can remind you at its time, before it, or a day before its deadline. Reminders are emailed to the person it is assigned to. A To-do can also repeat, such as a weekly call with a venue.
Will our events show in Google Calendar?
Yes, for each person who connects it. Magpie will copy the team's events into their own Google calendar. Their Google events also show on their own calendar in Magpie.
Can I keep a budget for each event?
Yes, in a spreadsheet, with formulas such as SUMIF and filters. Currency cells use the team's currency. You can share one spreadsheet with a client as a viewer or an editor. Spreadsheets import and export CSV files.
Can I make a mood board for a client?
Yes. An Idea Board holds pictures, links and notes on one canvas. Pasted screenshots become pictures, and pasted web addresses become links. You can export the board as a PNG or a PDF. All its pictures download as one ZIP file.
Can I collect enquiries from my website?
Yes. An enquiry Form can ask for the date, the venue, the guests and the budget. A question can appear only after an earlier answer. Magpie will email you each response. You can download every answer as a CSV file.
Can I send a supplier's contract to be signed?
Yes. E-Signatures sends any PDF up to 25 MB to each person who signs. They can sign in any order or a set order. You place their signature, date and name fields. When everyone has signed, Magpie will email them the signed PDF and a certificate.
Can I bill a client for costs I paid on their behalf?
Yes. You record the expense with its receipt, mark it reimbursable and choose the client. Add unbilled expenses then puts it on their next invoice as a line. It is marked billed when the invoice is issued.
What does Magpie take from my clients' payments?
Magpie adds no fee to deposits or invoice payments. Stripe's processing fee is taken from each card payment. The rest goes to your own Stripe account. Each payment and its fee are added to the books.
Can I keep a list of the venues and suppliers I work with?
Yes. Each venue and supplier is a contact, with tags such as Venue or Caterer. You can filter the list by a tag and search names and notes. Each contact keeps your calls, notes and follow-ups.
Plan your next event.
Create a Magpie account and make a team for the business.