Professional invoices for wedding planners — full planning packages, day-of coordination, vendor liaison, and consultation fees billed clearly.
A wedding planner invoice is a formal billing document that records every service and cost involved in bringing a couple's wedding to life. Wedding planners in the UK work across a wide scope — from initial concept meetings and venue sourcing to final-day coordination and supplier payments. Because projects span months and involve dozens of vendors, invoices typically reflect milestone-based billing: a deposit at booking, a mid-planning instalment, and a final balance close to the wedding date. Retainer arrangements are also common for full-planning clients. UK wedding planners may operate as sole traders or through limited companies, and invoices must include the planner's full legal name or company name, address, VAT number if registered, and a unique invoice number. Itemising services — planning hours, supplier coordination, venue visits, and day-of management — protects both parties and supports any dispute resolution if timelines or services change. Clear payment terms (typically 14 or 30 days) and a cancellation policy reference are best practice for every invoice issued.
| Service | Typical Rate | Unit |
|---|---|---|
| Full wedding planning package | 3500 | flat |
| Day-of coordination only | 850 | flat |
| Partial planning / month-of package | 1500 | flat |
| Initial consultation | 150 | session |
| Vendor sourcing and liaison (per supplier) | 75 | supplier |
| Venue visit / site inspection | 120 | visit |
| Travel expenses | 0.45 | per mile |
Most wedding planners charge a combination of a flat package fee and reimbursable expenses. Split large packages across three milestone payments: 30–40% on booking to secure your availability, 40–50% around the mid-planning mark (typically 3–6 months out), and the remaining balance 4–6 weeks before the wedding day. This protects you against late cancellations while keeping clients comfortable with the payment spread. If you charge a percentage of total wedding spend rather than a flat fee, document the agreed percentage rate, the estimated total spend, and any caps on the commission clearly on the invoice. Keep a separate expenses log for vendor deposits, florist fees, or stationery costs you pay on the client's behalf — these should be reimbursed at cost or with an agreed mark-up, never bundled silently into your fee. For VAT-registered planners, apply standard-rate VAT (20%) to your fees and any mark-up on expenses. Reimbursements for exact-cost disbursements may be outside scope if structured correctly — consult HMRC guidance or your accountant. Issue invoices via a professional platform so clients can pay by bank transfer or card, and always send a receipt or remittance confirmation once payment clears.