What to include on a wedding planner invoice
Label the installment
Write 'Installment 2 of 3' or similar and show the total package price and remaining balance. Couples track payments carefully and appreciate seeing the full picture.
Keep vendor costs separate
If you pay florists or rentals on the couple's behalf, list them as reimbursements distinct from your fee. Transparency here protects your reputation.
Include the event date and venue
The wedding date and venue at the top make each invoice easy to file, especially for couples juggling a dozen vendors.
State overtime and cancellation terms
Reiterate your overtime rate and refund policy in the terms. It avoids awkward surprises on the night if the reception runs long.
Example wedding planner line items
These sample entries show how to describe wedding planner work clearly. Rates are illustrative only; use your own pricing.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Full-service planning package: installment 2 of 3 | 1 | $2,500.00 | $2,500.00 |
| Rehearsal coordination | 1 | $400.00 | $400.00 |
| Additional day-of assistant (hours) | 10 | $45.00 | $450.00 |
| Welcome bag assembly (bags) | 60 | $4.00 | $240.00 |
| Subtotal | $3,590.00 | ||
Payment terms for wedding planner invoices
Our suggestion: Non-refundable retainer at booking, installments, final balance 30 days before the wedding.
Sample terms you can paste into the invoice: “Retainer is non-refundable and secures your date. Installments are due on the dates listed in your contract. Overtime beyond contracted hours is billed at $95 per hour.”
Not sure what Net 15 or 2/10 Net 30 mean? Payment terms explained.
Wedding Planner invoice FAQ
How do wedding planners structure payments?
A common setup is a retainer at booking, commonly a quarter to half of the planning fee and usually non-refundable, then one or more installments, with the balance due a few weeks before the wedding. Spell out the schedule in your contract and reference it on each invoice.
Should a wedding planner charge a percentage of the budget?
Some planners charge a percentage of the total wedding budget, while others use flat packages or hourly rates for partial planning. Flat fees are easier for couples to understand. Whichever you choose, the invoice should show how the fee was calculated.
Is a wedding retainer refundable if the couple cancels?
That depends on your contract and local consumer law. Many planners make retainers non-refundable because they turn away other bookings. Write the policy clearly in your contract and repeat it in the invoice terms.