Invoicing Software for Event Planners & Coordinators

In the US, the Bureau of Labor Statistics' Occupational Outlook Handbook (page last modified August 27, 2026) says "Meeting, convention, and event planners arrange all aspects of events and professional gatherings."

For a planner, that work turns into a few kinds of charges: your own fee for planning, design or day-of coordination, and vendor costs such as the venue, catering or rentals when you pay them on the client's behalf. Your contract sets the deposit, the payment dates and any cancellation terms, and sales tax on event services depends on your state, so ask your accountant or a lawyer before you set your terms.

Billed's features page says "Yes your clients can approve or reject your estimates online." and "Convert your estimate to invoice with a single click after getting approval from your client." Billed's mobile app page says "Add line items, your logo, and tax, then send by email or share a link before you leave the site."

For the services you sell again and again, such as a day-of coordination package, Billed's help center says "You can use these items and services to bill your clients."

For a deposit and a balance on the same invoice, Billed's help center says "A payment schedule lets you add a payment plan to the invoices." It also says: "Choose a suitable option among percentage or flat amount." and "Fill out the payment amount and due date of each payment." And it says "However, the sum of all installments should be equal to the total balance of the invoice."

These are sample figures, and sales tax isn't included. A planner's estimate lists three items: full planning $4,500.00, day-of coordination $1,200.00, and the florist's deposit the planner pays on the client's behalf, $800.00. $4,500.00 + $1,200.00 + $800.00 = $6,500.00.

The client approves the estimate online, and the planner converts it into an invoice. The contract sets three payments, so the invoice gets three scheduled payments by percentage, each with its own due date: 30% at booking, $1,950.00; 40% sixty days before the event, $2,600.00; and 30% fourteen days before, $1,950.00. $1,950.00 + $2,600.00 + $1,950.00 = $6,500.00, which matches the invoice total, as Billed's help center requires.

Billed's invoice software page says "Connect your Stripe account and every invoice you send gets a pay button, so clients can pay by card." and "Connect PayPal to add a PayPal option as well." It also says "When a client pays by check or cash, record it as an offline payment so all your income is in one place." and "After a client pays, you can send them a payment receipt." For installments, Billed's help center says "Clients can pay several installments against a single invoice."

Billed's expenses page says "An expense in Billed records who you paid, when, how much and which category it belongs to, with the receipt attached to the same entry." Recording each vendor payment that way keeps its payee, amount, category and receipt together. Costs your client has agreed to pay go on the invoice as their own lines, separate from your fee.