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Wedding planner invoice template

A worked example for wedding planners in the events, food and hospitality category, with 2026 prices and the VAT rules that apply.

A wedding planner invoice should show a unique invoice number, your name and address, the client's details, the date, each item of work with its price, and the total due. Wedding planners typically allow 14 days to pay and take a 30% deposit. VAT at 20% is added only if you are VAT registered.

Example wedding planner invoice

Dated 1 October 2026 with 14 day terms and a 30% deposit already received. Names and prices are fictional.

Invoice

INV-0042

Example

From

N. Novak

Wedding planner

12 Mill Lane

Reading

RG1 4XY

Bill to

Brightwater Marketing Ltd

2nd Floor, 15 Queen Street

Manchester

M2 5HX

Invoice date
1 October 2026
Due date
15 October 2026
Terms
14 days
Reference
Wedding planner work, October 2026
DescriptionQtyUnit priceVATAmount
Full planning service, wedding 24 October 2026, Ashford Barn, fixed fee, instalment 2 of 31 instalment£1,600.0020%£1,600.00
On-the-day coordination, lead planner and assistant, 12 hours1 day£850.0020%£850.00
Supplier deposits paid on couple's behalf (schedule attached, at cost)1 item£2,350.0020%£2,350.00
Subtotal
£4,800.00
VAT at 20%
£960.00
Total
£5,760.00
Less deposit received (30%)
-£1,728.00
Balance due
£4,032.00
Fictional names and prices for illustration. Payment by bank transfer to the account shown on your real invoice. Due within 14 days of the invoice date.
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Typical rates for wedding planners

Guide figures for 2026. Rates vary by region and experience; the VAT figures come from the 2026-27 tax year data.

ItemTypical figure
Typical hourly rate£40 to £80
Typical day rate£400 to £900
Payment terms14 days
Deposit30% up front
VAT flat rate sectorAny other activity not listed elsewhere (12%)
VAT registration threshold£90,000 taxable turnover in 12 months

How do wedding planners usually invoice?

Wedding planners charge a fixed fee for full planning, often 10% to 15% of the wedding budget, invoiced in three instalments: on booking, midway and a month before the wedding, with on-the-day coordination sold as a separate package. Couples pay suppliers directly in most cases, with the planner handling contracts and schedules. The invoice names the wedding date and venue because the fee is tied to that event.

Wedding planners in this example give the customer 14 days to pay, after a 30% deposit taken before the work starts. Hourly rates run from £40 to £80. A full day is typically £400 to £900.

What should a wedding planner put on an invoice?

Beyond the legal basics, wedding planners should:

  • Name the wedding date and venue and the instalment number on every invoice.
  • Make the final instalment due a month before the wedding, not after it.
  • Have couples pay suppliers directly; if you pay any deposits for them, attach a schedule and recharge at cost.
  • Sell on-the-day coordination as its own package with the hours and team size stated.

Every UK invoice, whatever the trade, must also show:

  • a unique, sequential invoice number
  • your business name and address (and company number if you trade as a limited company)
  • the client’s name and address
  • the invoice date and, for VAT invoices, the date of supply if different
  • a clear description of each item of work or goods
  • the amount due and when it must be paid
  • your VAT number, the VAT rate per line and the VAT total, if you are VAT registered

Do wedding planners charge VAT?

You only charge VAT once registered, which is compulsory when taxable turnover passes £90,000 in any rolling 12 months. Below that, show no VAT line and no VAT number. Once registered, these services are standard rated at 20%.

On the Flat Rate Scheme the sector for wedding planners is usually “Any other activity not listed elsewhere” at 12% of VAT-inclusive turnover, with a 1% discount in the first year of registration. If you spend little on goods you may be a limited cost trader and have to use 16.5% instead. The scheme suits businesses with few VAT-able costs; check it against the standard method with the VAT calculator before joining.

Source: GOV.UK: Invoicing and taking payment from customers; GOV.UK: VAT Flat Rate Scheme, how much you pay. Last updated .

Frequently asked questions

How much do wedding planners charge?
Full planning is 10% to 15% of the budget or a fixed fee of £3,000 to £8,000 in 2026 for a typical UK wedding, partial planning £1,500 to £3,000 and on-the-day coordination £600 to £1,200. Hourly consultancy runs £40 to £80.
When should a wedding planner invoice?
In three instalments: 30% on booking, 40% around six months before and the balance a month before the wedding. Nothing should be outstanding on the day. Put all three dates on the first invoice so the couple can budget.
Do wedding planners charge VAT?
Only once registered, above £90,000 turnover. A solo planner handling 10 to 15 weddings a year is often below it. Once registered, fees are standard rated at 20% and couples cannot reclaim it, so quote VAT inclusive prices.

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Cite this page: “Wedding planner invoice template (free UK example)”, SoleKit, https://solekit.co.uk/invoice-template/wedding-planner