Is Wedding Computer for me?
What Wedding Computer is
Section titled “What Wedding Computer is”Wedding Computer is a CRM, planning platform, and vendor directory in one — built specifically for the wedding industry.
As a CRM, it tracks every lead through an eight-stage pipeline: new enquiry → contacted → meeting → quoted → booked → completed → lost → archived. You capture leads via an embeddable enquiry form, import from existing tools, or push them in via API. Each contact has a full activity history, email thread, invoices, and private notes.
As a planning platform, every booked contact becomes a shared wedding workspace — a collaborative environment with a live run sheet, weather forecast, vendor team, checklist, notes, shared links, and uploaded files. The couple gets a free login to see their timeline and pay their invoices. Other vendors can be invited to contribute to the same shared run sheet. If the wedding has a guest list, an opt-in Guests app extends the same workspace with RSVP collection and a seating chart — see Guests, RSVPs, and seating below.
As a directory, vendors can opt into the public Wedding Institute directory (wedding.institute), where couples can browse by category and location. The directory is separate from the CRM — listing yourself is optional.
Couples also get an optional Community: they’re grouped into a cohort with others getting married in the same country, season, and year (never by exact date, venue, or contact details — only a broad area and display name are shown), where they can post threads and replies. Vendors can join too and appear with a visible “Vendor” badge.
The key difference from single-purpose tools: the same platform takes a lead from first enquiry to wedding day to final vendor credits, without changing apps or exporting data.
Who it’s built for
Section titled “Who it’s built for”Wedding Computer supports every vendor category in the wedding industry:
| Category | Notes |
|---|---|
| Celebrant / Officiant | NOIM generator, collaborative document signing |
| Photographer / Videographer | Golden hour and sun time anchors on the run sheet |
| Planner | Managing vendor role — controls and approves timeline changes, Guests app for headcounts and seating |
| Venue | Managing vendor role, financial party for multi-vendor billing, Guests app for headcounts and seating |
| Florist, Stylist, Caterer | Full CRM + run sheet participation |
| DJ, Band | Timeline items, iCal feed with call times |
| Hair, Makeup, Cake, Stationery | Enquiry form, invoicing, CRM pipeline |
| Other | Custom vendor type via “Other” category |
Every vendor category gets the same CRM, invoicing, run sheet, and calendar features. A few have extras. Celebrants get the NOIM generator: under Australian law, a marriage can’t legally proceed without a completed Notice of Intended Marriage lodged with the celebrant — normally a paper form with state-specific fields that gets filled in and chased by hand. Wedding Computer collects the right fields directly from the couple through the workspace, generates a completed NOIM PDF, and can carry it straight into the same collaborative signing flow used for contracts, so the couple signs first and the celebrant finalises it. Planners and venues can take a managing role that gates timeline approval, and are the roles most likely to turn on the Guests app for headcounts and seating (see below).
Guests, RSVPs, and seating
Section titled “Guests, RSVPs, and seating”If you’re a planner or venue, or any vendor whose couples want it, the biggest gap between “wedding CRM” and “actually running the day” is usually the guest list — who’s coming, what they’re eating, where they’re sitting — tracked in a spreadsheet and chased by email. Wedding Computer’s Guests app is an opt-in feature you turn on per wedding to bring that into the same workspace:
- Guest list organised by household (solo, couple, family, or other), with allergies, dietary notes, song requests, seating priority (normal, keep-together, can-split, VIP), “seat near” / “keep away from” notes, and private notes — added one at a time, pasted as a plain-text list, or filled in as a spreadsheet-style grid.
- RSVP, guest-facing and requiring no account: guests confirm attendance per person, pick a meal, note allergies and a song request, leave a message for the couple, and can update their response until the deadline you set. Invitations can carry custom questions you define (short text, long text, dropdown, checkboxes).
- Seating chart: drag guests from a waiting “bench” onto tables (round, rectangle, kids, couple, or other shapes). An auto-seat function fills tables while respecting placements you’ve already made, benches anyone who declined, and auto-detects a kids’ table — and it warns you about unseated guests, keep-away conflicts, a declined guest still seated, or a table over capacity.
- Room layout / floorplan: place those same tables onto an uploaded image or PDF of the real venue floorplan, alongside operational zones and ceremony seating rows, then export or print it.
- Visibility control: scope the whole Guests app to the couple only, the couple plus planners/venue, or the entire vendor team — so a florist doesn’t need seating access just because a planner does.
This replaces the usual spreadsheet-and-email process with one shared, live view that the couple, planner, and venue can all work from — instead of the planner emailing a headcount and seating PDF around every time something changes.
How it fits into your workflow
Section titled “How it fits into your workflow”Solo vendor, no collaboration needed. Wedding Computer works entirely as a private CRM. You manage leads, send invoices, build run sheets, and track your calendar — without inviting anyone. The collaboration features are there when you want them; they’re not required.
Vendor who wants to involve the couple. Invite the couple by email from any wedding workspace. They get a free login and can see the shared timeline, pay invoices, accept service contracts by typing their name and confirming agreement, and view the vendor team. You keep your private notes and CRM details to yourself.
Planner or venue coordinating multiple vendors. Create the workspace, assign yourself as the managing vendor, then invite every vendor on the wedding. Each vendor contributes their own run sheet items; you approve timing changes before they take effect. The result is one shared schedule instead of five separate PDFs. If the wedding also has a guest list to manage, turn on the Guests app: guests RSVP straight into the workspace with no login required, and the seating chart’s auto-seat tool fills tables while respecting your keep-together and keep-away notes — replacing the spreadsheet-and-email process most planners and venues run today.
Vendor being invited onto someone else’s wedding. You don’t need to pay anything or be on Pro. When another vendor invites you to a wedding they created, you join as a member, add your timeline items, and access the shared schedule. That wedding doesn’t count against your active-wedding limit.
Growing your business with Pro
Section titled “Growing your business with Pro”Free covers the whole CRM, invoicing, run sheet, and collaboration workflow, capped at 12 active weddings at a time (a finished wedding automatically frees up a slot). Pro removes that cap and adds a set of tools aimed at growing the business, not just running it:
- Analytics — an enquiries/bookings/revenue/booking-rate/response-time overview, monthly trends, a conversion funnel, enquiry sources, goal-setting against targets by year/season/month, anonymised industry benchmarks, a date-demand score (how in-demand a given wedding date is, by state, country, or globally), win/loss reporting, and plain-language suggestions like “reply faster” or “enquiries are down this month.”
- Enquiry quality score — every new enquiry is scored out of 10 with concrete reasons (“date is in high demand,” “detailed enquiry”), so you know which leads to prioritise before you’ve read past the subject line.
- Referral program — refer another vendor who becomes a paying Pro subscriber and you both get a free month, stackable up to 9 months.
- AI assistant integration (MCP) and device sync — covered in the comparison table and FAQ below.
None of this is required to use Wedding Computer well — a solo vendor on the free plan gets the full CRM and workspace experience. Pro is the layer for vendors who want to see where the business is heading, not just manage what’s in front of them.
How it compares to other tools
Section titled “How it compares to other tools”| Wedding Computer | Studio Ninja | Dubsado | HoneyBook | Spreadsheet | |
|---|---|---|---|---|---|
| CRM pipeline | ✓ | ✓ | ✓ | ✓ | Manual |
| Invoicing | ✓ | ✓ | ✓ | ✓ | — |
| Shared vendor workspace | ✓ | — | — | — | — |
| Couple collaboration | ✓ | Client portal only | Client portal only | Client portal only | — |
| Run sheet (live mode) | ✓ | — | — | — | — |
| Guest RSVP & seating chart | ✓ | — | — | — | Manual |
| Plain text / Markdown data | ✓ | — | — | — | ✓ |
| Obsidian sync | ✓ Pro | — | — | — | — |
| AI assistant integration (MCP) | ✓ Pro | — | — | — | — |
| Import from competing tools | ✓ | — | ✓ | ✓ | ✓ |
| Transaction fee | None | None | None | % of payments | — |
| Free plan (no trial) | ✓ (active-wedding cap) | — | — | — | ✓ |
The most meaningful differences: your data is stored as plain Markdown files you can read without Wedding Computer; the wedding workspace is genuinely shared (vendors, couple, and guests all) rather than a client portal bolt-on; guest RSVP and seating live in the same workspace instead of a separate tool; and there’s no per-transaction fee.
Is Wedding Computer a CRM, a planning tool, a directory, or all three?
Section titled “Is Wedding Computer a CRM, a planning tool, a directory, or all three?”All three. The CRM handles leads and pipeline; the planning platform provides shared wedding workspaces with run sheets and collaboration; the directory (wedding.institute) lets couples find vendors. They’re integrated — a lead in the CRM becomes a workspace when booked, and your directory profile links to your live availability.
Is this built mainly for celebrants, photographers, planners, venues, or every wedding vendor?
Section titled “Is this built mainly for celebrants, photographers, planners, venues, or every wedding vendor?”Every wedding vendor. See the category table above. Celebrants, photographers, planners, and venues have some extra features suited to their role, but the core CRM, invoicing, calendar, and run sheet work the same way for every category.
Celebrants specifically get the NOIM generator: it collects the correct state-based Notice of Intended Marriage fields directly from the couple and produces a completed PDF, satisfying a legal requirement of any Australian wedding without the usual back-and-forth paperwork — and it can flow into the same collaborative signing process used for contracts.
What kind of vendor gets the most value from this first?
Section titled “What kind of vendor gets the most value from this first?”Solo vendors who handle their own admin — a celebrant, photographer, or florist managing enquiries from a website form, tracking leads in a spreadsheet, and coordinating with couples over email. Wedding Computer replaces all of that in one tool. Setup takes about 30 minutes.
Planners and venues see strong additional value once they’re coordinating multiple vendors in a shared workspace, and again once they turn on the Guests app to move headcounts and seating off a spreadsheet — but both take longer to realise as other vendors, or a full guest list, need to be in place.
Can a solo vendor use it without inviting the couple or other vendors?
Section titled “Can a solo vendor use it without inviting the couple or other vendors?”Yes. Inviting anyone is optional. Wedding Computer works perfectly as a private CRM: manage leads, send invoices, track payments, build run sheets, maintain your calendar — no one else joins. The collaboration features are there when you want them.
Does it work if no one else on the wedding is using Wedding Computer?
Section titled “Does it work if no one else on the wedding is using Wedding Computer?”Yes. If no one else joins, you have a private workspace. You can invite the couple or other vendors at any point — they don’t need a paid account to join a wedding someone else created. Everything you’ve built stays intact as people join.
Does this handle my guest list, RSVPs, and seating chart?
Section titled “Does this handle my guest list, RSVPs, and seating chart?”Yes, as an opt-in Guests app you turn on per wedding. Guests are organised by household with dietary notes, seating priority, and “seat near” / “keep away from” preferences; they RSVP through a link with no account needed, picking a meal and leaving notes for the couple; and a seating chart with an auto-seat function places them onto tables (round, rectangle, kids, couple, or other shapes), warning you about unseated guests or seating conflicts. You can also lay tables onto an uploaded venue floorplan. Visibility can be scoped to just the couple, the couple plus planners/venue, or the whole vendor team. See Guests, RSVPs, and seating above.
Is there a community for couples or vendors?
Section titled “Is there a community for couples or vendors?”Yes, and it’s optional. Couples are grouped into a cohort with others marrying in the same country, season, and year — never by exact date, venue, or contact details, only a broad area and display name are shown — where they can post threads and replies. Vendors can join too and appear with a visible “Vendor” badge.
What makes this better than Studio Ninja, Dubsado, HoneyBook, Táve, or a spreadsheet?
Section titled “What makes this better than Studio Ninja, Dubsado, HoneyBook, Táve, or a spreadsheet?”Three things that are genuinely different:
Your data is plain text. Contacts and weddings are Markdown files with YAML frontmatter — readable in any text editor, syncable to Obsidian, exportable any time. No proprietary export required.
The wedding is a shared object. Studio Ninja, Dubsado, and HoneyBook are vendor-side tools — the couple gets a client portal at best. Wedding Computer makes the wedding itself the shared entity: vendors, couple, and guests all work from the same workspace, including RSVPs and seating.
AI assistant integration. The MCP server (Pro) lets Claude Desktop, Cursor, and other MCP-compatible tools read and write your weddings, contacts, and run sheets. Ask your AI to read your run sheet, draft a reply, or check your calendar — with awareness of your actual data.
A spreadsheet beats all of them when you have fewer than 3–4 active weddings and don’t need to collaborate.
Why would I upgrade to Pro?
Section titled “Why would I upgrade to Pro?”The free plan is a complete CRM and workspace on its own — Pro is about growing the business rather than just running it. Pro adds analytics (bookings, revenue, response time, a conversion funnel, and a date-demand score), an enquiry quality score that flags your best leads out of 10, a referral program (a free month each way when a referred vendor becomes a paying subscriber, stackable up to 9 months), the AI assistant integration (MCP), and device sync (CalDAV/CardDAV) — on top of removing the 12-active-wedding cap.
Is this for Australian wedding businesses only, or global vendors too?
Section titled “Is this for Australian wedding businesses only, or global vendors too?”Global. The platform supports 10 languages (English, Spanish, French, German, Greek, Italian, Japanese, Dutch, Portuguese, Chinese) with regional variants. Tax configuration is flexible — set your own label (GST, VAT, TVA, IVA), rate, and inclusive/exclusive treatment. PayID is supported alongside Stripe and bank transfer. Wedding Computer started in Australia and has some AU-specific depth, including NOIM generation for celebrants. Live forecasts use Open-Meteo worldwide; they are not BoM-sourced. The platform is designed for any country.
Can I run multiple brands or businesses from one account?
Section titled “Can I run multiple brands or businesses from one account?”Not today. Each account is one vendor profile and one business. If you run two distinct businesses, you need two accounts and separate email addresses. The Team feature is a free internal roster for assigning non-login staff to weddings; it does not give those people account access. There is not currently a shared multi-user vendor-business login. Someone who needs to sign in must have their own account and be invited into the relevant wedding workspace.
Can I use this for non-wedding events as well?
Section titled “Can I use this for non-wedding events as well?”The CRM pipeline and invoicing work for any service-based business. The run sheet, timeline, and weather features are wedding-centric (ceremony, getting-ready, portraits, reception categories). Some vendors use it for commitment ceremonies, vow renewals, and engagements without issue. Using it for entirely unrelated businesses would be a stretch.
Does this replace my website enquiry form?
Section titled “Does this replace my website enquiry form?”Yes, if you want it to. Wedding Computer shows your wedding.computer/enquire/<vendor-profile-id> link under Forms → Enquiry, together with direct-link and iframe embed options. The form uses your colours and logo, and submitted leads land directly in your CRM. If you prefer your existing form, the lead intake API (Pro) lets Zapier or a webhook push leads from another source into Wedding Computer automatically.
See Enquiry forms for setup details.