I'm Sophie Robinson— I’m a wedding pro VA, wife, dog mom, and table-side-guac enthusiast! Ready to ditch the overwhelm?

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5 Time-Saving Automations for Your Wedding Business

June 27, 2024

If you’re anything like me, you’ve probably found yourself wishing for more hours in the day. With so many tasks to juggle, from meeting excited couples to coordinating with vendors, time management can feel like a never-ending battle for wedding pros. But here’s the truth: there are some fantastic time-saving automations for your wedding business out there that can save you a TON of time and make your wedding business run like a well-oiled machine. Want to know what they are? Then you are in the right place!

As a wedding pro VA with extensive experience in CRMs like Honeybook and Aisle Planner, I’m here to share some of the top time-saving automations for your wedding business that can help streamline your processes and free up more of your precious time. If all of this sounds amazing, but you would rather just have a professional set it up, I would LOVE to help! Contact me here to learn more.

Quick note, I’m an affiliate of some of the companies on this page, which means I receive a commission whenever someone makes a purchase using my code or link. This doesn’t cost you anything extra – it often will actually save you money! As an affiliate, I’m able to snag some sweet discounts. I wholeheartedly endorse these brands, and I only recommend products/services that I use in my real life and straight up LOVE. Enjoy!

wedding business VA talks about time-saving automations for your wedding business

1. Email Autoresponders and Sequences

Email is a critical part of ANY wedding business, but it can also be a huge time suck. First up on our list of automations for your wedding business is setting up email autoresponders and sequences that can help you stay responsive without being glued to your inbox. Here’s what this could look like: a potential client inquires about your services, and within seconds, they receive a well-crafted response detailing your offerings, pricing, and next steps. From there, you can set up a series of follow-up emails to nurture your inquiries, provide valuable information, and stay top-of-mind while they decide to book.

With tools like Honeybook, setting up these sequences is a breeze. You can create templates for different stages of your client journey and automate their delivery, ensuring consistent and timely communication. This not only saves you time but also helps to create a professional and reliable image for your business.

2. Client Portals for Sharing Documents and Information

First, client portals are a game-changer for keeping all your important documents and communications in one place. These portals allow your clients to access contracts, questionnaires, timelines, and other documents anytime they need them. This eliminates the endless emails back-and-forth and (more importantly!) keeps everything organized.

Honeybook and Aisle Planner both offer robust client portal features that integrates seamlessly with your workflow. Plus, by automating the sharing and management of documents, you can ensure that no detail ever falls through the cracks (or gets lost in your inbox)

3. Invoices and Payment Reminders

Handling invoices and chasing down payments can be a major headache in ANY industry. Automating your invoicing and payment reminders can take this burden off your shoulders (because who wants to play a game of mental chess, where you second guess whether or not to follow up yet?). With something like Honeybook, you can set up automatic invoicing schedules and even add on late fees for overdue payments! Having this automated means that you can spend less time on administrative tasks and more time focusing on delivering an unforgettable experience for your clients.

wedding pro VA talks about automating your wedding business

4. Online Booking and Scheduling Tools

The back-and-forth of scheduling meetings can be incredibly time-consuming. Automating your booking and scheduling process can save you a lot of time and frustration. Plus, have you ever been on the receiving end of a “what time would work for you?” kind of email? Can we leave those kinds of awkward exchanges in the past, please?

Tools like Calendly, built-in schedulers in Honeybook, or even hiring a virtual assistant (psst.. this could be me!) to manage this can help streamline the scheduling process. Plus, this lets couples book ASAP and removes any friction from the booking process. You can even have something like this on the contact page of your website to encourage bookings!

5. Task Management and To-Do List Tools

Last but not least on the list of automations for your wedding business, keeping track of your tasks and to-dos is ESSENTIAL for staying organized and efficient. Having automated recurring tasks and templates can help you stay on top of everything without feeling overwhelmed (which we all know can happen often in the wedding industry!). Tools like Honeybook and Aisle Planner offer a ton of task management features that allow you to create and assign tasks, set deadlines, and track progress.

Outside of client work, most of my clients use something like Asana as well (so that you can take advantage of the same automation and to-do list features for all of the other hats you wear in your business).

By using these tools, you can ensure that nothing falls through the cracks and that you’re always on top of your game. Plus, with automated reminders and notifications, you can stay focused on what needs to be done without constantly checking your to-do list (or signing on to your computer to work, only to be left wondering what to tackle first).

Choosing the Right Automation Tools

When it comes to choosing the right automation tools for your wedding business, you need to have the right tools.

First, Honeybook is a versatile and powerful option. There is a REASON it’s an industry leader when it comes to CRMs for creative business owners. It integrates many of the automations mentioned above, from email sequences and client portals to invoicing and task management. Honeybook’s user-friendly interface and robust features make it a favorite among wedding pros looking to streamline their operations.

Aisle Planner is another excellent choice, especially if you’re looking for comprehensive planning tools that integrate seamlessly with your client management processes. If you’re a wedding planner, I highly recommend it. By leveraging these tools, you can set up the automations you need to save time and focus on what you do best!

Sophie Robinson talks about time-saving automations

Time-Saving Automations for Your Wedding Business

I might be biased, but doesn’t all of that sound like a dream?! Implementing these time-saving automations for your wedding business might sound like a daunting task, but with the right tools and setup, it can TOTALLY transform the way you work! As a wedding pro VA who knows CRMs like Honeybook and Aisle Planner inside and out, I’m here to help you set up these time-saving automations and take your business to the next level! If you’re feeling overwhelmed, don’t hesitate to reach out – let’s get you set up with the automations that will save you time and let you focus on creating unforgettable experiences for your clients.

Remember, the key to success in the wedding industry is not just hard work but smart work. By automating repetitive tasks and streamlining your processes, you can save valuable time and provide an even better service to your clients. So go ahead, embrace these time-saving automations, and watch your wedding business thrive! Make sure to come say hi over on Instagram and follow me for more tips too!

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I'm Sophie Robinson— I’m a wedding pro VA, wife, dog mom, and table-side-guac enthusiast! Ready to ditch the overwhelm?

freebies you'll love

Access My Free Resource Library

download the Wedding Pro Tasks to Outsourcing

how you might be treating your contractors like employees


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