Booked fourteen months out. Paid across six invoices.
One event, a long calendar, a payment schedule and a dozen vendors whose deposits ran through your account. Velosiq keeps all of it attached to the event.
The event is one day. The job is a year.
You book a couple in March for a wedding the following May. Between those two dates sits a retainer, two scheduled payments, a florist deposit you fronted, a caterer who wants confirming, three venue visits, a run of show and about two hundred messages. The event itself is fine — it is the fourteen months of commercial admin either side that goes missing, usually into a spreadsheet named after the couple.
One place the whole thing hangs off
Every planner ends up inventing a container for an event — a folder, a spreadsheet, a thread. Velosiq gives you one properly: a numbered event with a date, a budget and a contract status, and every invoice, cost, file and comment attached to it rather than scattered across the tools they happened to originate in.
Dated and numbered
Each event carries its own number, the date it happens and a budget to work against.
Contract status you can point at
Draft, sent or signed — so "have they signed" is a field, not a search of your sent folder.
Files and comments on the event
Run of show, floor plans and the running conversation live with the event, not in an inbox.
Team on the event
Coordinators are added to the events they are working, and only those.
Booking to final reconcile
Fourteen months compressed into the six moments that actually carry money or commitment.
The enquiry
The couple becomes a client. Everything from here — proposal, event, invoices, payments — hangs off that record.
Propose the tier
Full planning, partial or day-of coordination as priced options. They accept and type their name to confirm.
The event opens
The booking becomes an event with its date, budget and contract status, ready to carry a year of activity.
The payment schedule runs
Retainer at booking, a stage at ninety days, balance before the date — each its own invoice, each able to be part-paid.
Vendor money moves
Deposits you front are logged as billable costs against the event and rebilled onto an invoice, so nothing you paid stays yours by accident.
Event day, then reconcile
Afterwards the event holds what came in, what went out and what it made — without rebuilding it from card statements.
A schedule, not an invoice
Planning is almost never a single payment, and treating it as one is how planners end up carrying a five-figure float without noticing. Several invoices against one event, each part-payable, with a receivables view across every event you are holding at once.
Several invoices, one event
Retainer, staged payments and balance all belong to the same event record.
Part payments count immediately
A couple paying half of a stage shows as half paid, and that cash reaches your revenue the day it clears.
Receivables across the book
What is outstanding, per event and per client, and how overdue — across every event on your books.
Chased automatically
Overdue invoices get a nudge a set number of days after the due date, without you writing it.
The deposits that ran through you
Pass-through vendor money is where planning margin quietly disappears. A florist deposit paid on the couple's behalf in October needs to reappear on an invoice, and the only thing standing between you and eating it is a record that it happened.
Logged against the event
Vendor costs sit on the event that incurred them, with the vendor attached.
Marked billable
Anything the couple is carrying gets flagged, so it is visibly waiting to be rebilled.
Billed exactly once
Velosiq records which invoice a billable cost went out on, so it cannot be rebilled twice or missed.
What Velosiq does not do
It is the commercial spine of a planning business. The day-of creative tooling is not here and is not on the way.
- — It does not build seating charts or floor plans.
- — It has no vendor marketplace and will not source suppliers for you.
- — It does not take scheduled payments automatically — you send each stage when it is due.
- — It does not manage RSVPs or guest lists.
Questions, answered
What planners ask before trusting it with a live book of events.
Can one event have several invoices on a schedule?
Yes — that is the normal shape. An event carries as many invoices as the schedule needs: retainer at booking, a percentage at ninety days, the balance before the date. Each can be part-paid, and what has cleared is always current. Velosiq does not charge the card by itself on those dates, so you send each stage when it is due.
Can I track vendor deposits I paid on the couple's behalf?
Yes, and this is usually the messiest part of planning. Log the florist or caterer deposit as a billable expense against the event, and attach it to an invoice when you rebill it. Velosiq records which invoice it went out on, so a deposit you fronted cannot quietly get billed twice or, worse, not at all.
Can day-of staff see the event without seeing the money?
Yes. Bring coordinators in as members and add them to the event, and they get the files, comments and schedule for it without your revenue reports or billing. Owners and admins keep the commercial side.
Can the couple see what they have paid and what is left?
They can. The client portal shows the couple their proposal, their invoices and what is outstanding, so "what do we still owe" stops arriving as a text message on a Sunday. They can pay from the same place.
Can I run several events at once without them tangling?
Each event is its own record with its own number, budget, date and payment schedule, and every invoice, cost and file belongs to one of them. Across the whole book, the receivables view shows what is due and how overdue it is, which matters when you are carrying nine events at different stages.
Put one event through it
Start free, load a single event with its payment schedule, and see whether the year stops living in a spreadsheet.
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