CRM and business software · Hospitality & Events
CRM for Event Planners
Venues, vendors, timelines and client approvals in one system — so whether the couple signed off on the florist is recorded on the event, not buried in your inbox.
Free forever for up to 3 users. Paid plans from $199 a month.
What goes wrong, and what we do about it
Planning an event is a long chain of other people's decisions. The client approves a venue, then a caterer, then changes the guest count; a dozen vendors each need a deposit, a load-in time and a final confirmation. Nothing can slip, because the date does not move. What breaks is the thread: an approval given in a voice note, a vendor's revised quote in a personal inbox, a payment milestone nobody chased.
The problem
The client approved the lighting quote in a voice note, and now disputes it.
In Kompot.ai
Send choices to the client as an estimate they approve online, or share the event's project by link so they see the tasks and comment on them. The approval then has a name and a date on the record, and messages from every channel sit in one history.
The problem
Vendor details for one wedding are spread across emails, chats and a spreadsheet.
In Kompot.ai
Venues, caterers, florists, bands and rental companies are contacts marked as suppliers, each with its own conversation history. Their contracts and revised quotes are attached as files to the event's project, where the whole team can open them.
The problem
The planning timeline lives in the lead planner's head, and the assistant keeps asking what is next.
In Kompot.ai
Each event is a project with tasks, assignees and due dates: tasting, invitations out, final headcount to the caterer, seating chart, vendor confirmations. The board shows what is due this week and whose tasks are overdue.
The problem
A planning fee installment falls due and nobody remembers to ask for it.
In Kompot.ai
Bill each installment of the planning fee as its own invoice with a due date and a link for card payment. A scheduled workflow reminds the client ahead of a milestone, and an installment that is missed is flagged as overdue in that event's project.
The problem
An inquiry about a date gets a reply after the couple has already hired another planner.
In Kompot.ai
Each inquiry is an opportunity, with the event date, venue and guest count noted on the contact. A saved reply covers your packages, and on the online booking page the couple picks a time for a consultation call instead of trading emails.
How one order runs
From a first inquiry to the day of the event
An inquiry about a date
A website chat message or an email creates the contact and an opportunity. You note the date, the venue if there is one, the guest count and the budget range.
Consultation and proposal
The client books a consultation on your booking page. Afterwards you send the proposal as an estimate and the planning contract for e-signature.
Planning with the client
The event becomes a project: tasks with due dates for each vendor and each decision, shared with the client by link so they can follow along and comment.
Event day and final invoice
The day-of schedule is on the calendar and in the project's tasks. After the event the last installment goes out as its own invoice and is paid through its link.
What you keep on record
- Event details
- Date, venue, guest count, budget range and style notes, as custom fields and notes on the client.
- Vendor contacts
- Every venue, caterer, florist, band and rental company as a supplier contact with its message history.
- Contracts and approvals
- Your signed planning contract, vendor contracts as files, and each estimate the client approved.
- Planning packages
- Full planning, partial planning, day-of coordination and design fees in the price list for proposals.
Digital employees · Full Service plan
Where an AI employee steps in for Event Planners
The moment
A bride writes at midnight through the website chat asking if you are free on her date.
The AI employee asks for the date, venue, guest count and the kind of help she wants, answers package questions from your knowledge base and opens an opportunity. It does not promise the date — it points her to your booking page for a consultation.
The moment
A vendor calls on the event morning while the whole team is on site setting up.
The voice agent answers, takes the vendor's name, the event and the problem — a late truck, a missing load-in pass — and transfers the call to the lead planner's phone. The transcript and summary are saved on the vendor's contact.
The moment
A client messages on WhatsApp asking what is still left to decide before the wedding.
The AI employee looks up the client's project and lists the open tasks that wait for a decision, with their due dates. If the client wants to change something already agreed, it creates a task for the planner and says so.
Questions owners ask
- Can my clients see the planning progress without calling me?
- Yes. A project can be shared with the client by link: they see the tasks for their event and can comment on them. Decisions that cost money are better sent as an estimate, so the approval is recorded with a date.
- How do I keep vendors for each event?
- Vendors are supplier contacts, with all their email, calls and messages in one history. For each event you attach their contracts and quotes to the project and create tasks for deposits, load-in times and final confirmations.
- Can a planning fee be paid in installments?
- Yes. Each installment is its own invoice with a due date and a link for card payment. In the event's project you see which installments are paid and which are open, and a scheduled workflow can remind the client before the next milestone.
- Does it build seating charts or floor plans?
- No. Kompot.ai has no seating or floor plan tool. You attach the chart and the floor plan as files to the event's project, next to the venue coordinator's emails and your own tasks for the layout.
What it costs
Free for up to 3 users, with every feature: bring your own AI. $199 a month adds our built-in AI and moving your data over. $499 a month: we set everything up and support it every month.
Related industries
See it on your own business.
Create your company in a minute, or book a 20-minute call and we will show you around.