Most Indian wedding planners run their business on WhatsApp, a spreadsheet and memory. It works, right up to the season with four weddings in one week. This is the toolkit that replaces memory, tool by tool, with what each one is actually for.
Disclosure: Planno and Wedence, the first two tools below, are both built by the Wedence team. Everything else is a general-purpose tool we have no connection with.
Short answer: An Indian wedding planner needs a planner workspace for enquiries, client weddings, vendors, payments and team tasks (such as Planno), a guest tool for invitations and per-function RSVP (such as Wedence), WhatsApp Business for client chats, a spreadsheet for one-off lists, a design tool for mood boards, accounting software for GST invoices, cloud storage for files, Google Business Profile for search, and Instagram for the portfolio.
The 9 tools at a glance
| # | Tool | Job |
|---|---|---|
| 1 | Planno | Running the business: enquiries, weddings, vendors, payments, team, run sheets |
| 2 | Wedence | The couple's side: invitation, per-function RSVP, WhatsApp invites and reminders |
| 3 | WhatsApp Business | Client and vendor chats, quick replies, labels |
| 4 | Google Sheets or Excel | One-off lists and quick calculations |
| 5 | Canva | Mood boards, decor decks, proposals |
| 6 | Accounting software (Tally, Zoho Books) | GST invoices and the books |
| 7 | Google Drive | Contracts, photos, vendor documents |
| 8 | Google Business Profile | Showing up in local searches, collecting reviews |
| 9 | The portfolio families check before they call |
1. Planno: the planner workspace
Planno is wedding planner software built for Indian agencies running several weddings at once. It holds an enquiry pipeline (new, contacted, proposal, confirmed, lost), every client wedding on one screen with countdowns and RSVP progress, a vendor book that remembers typical costs, payments due across all weddings, team logins with owner, manager and staff roles, task lists, and minute-by-minute run sheets you can share with vendors as a link or print. There's no per-seat pricing, so the whole team gets a login. It's free for the first two months; after that, see Planno pricing, which is per wedding.
2. Wedence: the couple's guest side
Every wedding has a guest side: the invitation, who's coming to which function, reminders, rooms and check-in. Wedence handles that with animated invitations, per-function RSVP, WhatsApp invites and RSVP reminders, event-wise links for different guest groups, room allocation and a QR arrival desk. Weddings run on Planno include Wedence Signature for the couple, so planners don't buy it separately. Planno explains how the two fit together from enquiry to guest arrival.
3. WhatsApp Business
Free, and better than personal WhatsApp for work: a business profile, quick replies for common questions, labels to sort chats (new enquiry, booked, vendor), and an away message for the nights you finally sleep. Keep one number for the business.
4. Google Sheets or Excel
Still useful for one-off lists and quick maths. Not useful as the system for five weddings, because nobody knows which copy is current. Planno's comparison of planner software vs Excel and Google Sheets covers where the line is.
5. Canva
For mood boards, decor presentations and proposals. Fast, and clients like a visual deck more than a PDF of bullet points.
6. Accounting software
Once you're GST-registered, you need proper invoices and books. Tally and Zoho Books are common in India; your CA will have a preference. Keep vendor payments in your planner workspace and the accounts in your accounting tool.
7. Google Drive
One folder per wedding: contract, vendor quotes, floor plans, photos. Share sub-folders with vendors, never the whole drive.
8. Google Business Profile
Free and underused. Complete it, add photos from real weddings, and ask every happy couple for a review.
9. Instagram
The portfolio families check before they call. Post full weddings with the story of what you handled. More on that in how wedding planners in India get clients.
Not a planner? Vendors have a different tool
If you're a photographer, decorator, caterer or makeup artist rather than a planner, your work is quotations, projects and crew, not a portfolio of whole weddings. That's what Wedence Folio is for, and our ranked list of CRMs for wedding vendors compares the options.
Frequently asked questions
What software do wedding planners in India use?
Many start with WhatsApp and spreadsheets, then move to a planner workspace such as Planno for enquiries, client weddings, vendors, payments, team tasks and run sheets, with Wedence handling the couple's invitation and per-function RSVP.
What is the best app for wedding planners?
It depends on the job. For running a planning business with several weddings, a workspace like Planno; for the couple's invitations and RSVPs, Wedence; for chats, WhatsApp Business.
Is Planno free?
Planno is free for the first two months. After that it is priced per wedding, and each wedding includes Wedence Signature for the couple. Current prices are on planno.in/pricing.
Can wedding planners manage guest RSVPs for their clients?
Yes. On Planno, each wedding has a dashboard with the guest list by side and group, per-function RSVPs, the invitation and WhatsApp sends, powered by Wedence.
Do wedding planners need accounting software?
Once GST-registered, yes, for invoices and books. Tally and Zoho Books are common in India. Ask your CA which they prefer.