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GullySystem
Events · Software for wedding planners

Keep each function’s budget, vendor payments and run sheet on one event file.

A wedding is several functions with two families deciding, a budget that moves every week, and fifteen vendors on advances. The planning software holds the budget as a quotation with every revision kept, vendor advances with who paid them, and the run sheet for each day. Your team sends both families the same figures, and knows who has been paid.

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At a glance

A wedding is several events in one: an engagement party, a henna evening, a music night, the ceremony and the reception, each with its own vendors, timings and guest list. Two families decide, and they do not always decide the same thing.

Planning and budget tracking for a planner has to hold both families, because that is the real problem and the vendors are the easier part. We would trace one finished wedding from first quote to final settlement.

How the work runs today

The date comes from the families’ priest or officiant, and they bring a rough budget. You shortlist venues, decorators, caterers, photographers and makeup artists, and book them with advances that mostly leave your own account first. The budget sheet changes every week, because the guest list grows and the décor grows with it.

For a destination or hotel wedding you handle room blocks, airport pick-ups and welcome kits, and a family list that changes on the morning of the flight. On the days themselves the hospitality desk and the team work from function-wise run sheets. The procession runs late and the caterer wants a fresh plate count. Afterwards, vendor balances are settled, and the family asks for an account of every payment, including the one an uncle paid directly.

Where it breaks

What goes wrong for wedding planners without a proper system.

The budget moves weekly

Each family adds something, and nobody sees the new total until the settlement, when it is too late to argue. Disputes follow.

Vendor balances get confused

Some advances were paid by the family and some by you, and the final settlement takes three days and two arguments. Somebody pays twice.

Plate counts are settled from memory

The caterer bills for more plates than the hospitality desk counted, and nobody wrote down the number the family approved that morning. The caterer wins that argument.

Rooms are allocated twice

The hotel’s room block list and your sheet differ, and an uncle arrives at midnight to a room somebody else is sleeping in. Guests are not amused.

Decisions are lost in chat

The bride’s mother approves the menu in one group, and the groom’s side approves a different one in another. The approval is unclear.

What the software does

What we would build for wedding planners.

Named the way your team already talks about the work. We start with whichever part the audit shows is costing you most.

Budget by function

Record every function’s costs and changes on the quotation, with each version kept. The current total goes to both families from your office.

Vendor bookings and payments

List vendors per function with advances, who actually paid them, and the balance still due on the day.

Guest list and room blocks

Record guests by side and household, with room, arrival and pick-up, on a list the hotel desk reads too. The event product keeps head count only, so this list is a separate build.

Function run sheets

Put timings, vendor contacts and who is responsible for each function on the team’s phones, updated when the officiant moves the ceremony time.

Family approvals

Record menu, décor and outfit decisions with the name of the person who approved and the date. This log is added during implementation.

Coordinator deployment

Assign supervisors, coordinators and casual staff by function and slot, with attendance marked on the day for payment.

Wedding settlement

Show what was billed, what the vendors cost and what the staff cost on one page per wedding. The next quotation starts there.

Before you talk to a supplier

A requirements checklist for wedding planners.

What to cover, which reports to ask for and what to put to every vendor, ready to print or save as a PDF.

Open the checklist
Ready product

A product already built for wedding planners.

It is adapted to how your business works before it goes live, and anything your trade needs that it lacks is added then.

Event and Wedding Management Software

Enquiries and site visits, head-count quotations, vendor bookings and advances, day schedules, staff deployment and settlements for event and wedding planners.

See the product
Solutions inside

The business modules wedding planners use most.

Each one is also available on its own, or inside a system built for you.

All solutions by area

AI by department

Where AI can help wedding planners.

Each one reads records you already keep, and a person approves every decision.

Connections

Tools wedding planners often connect.

Services

The services behind it.

Web and Mobile Application Development

Web and mobile apps for customers, field staff and dealers, built to work on ordinary phones.

Learn more

Business Process Automation

Approvals, reminders, follow-ups and reports that run on their own instead of on someone remembering.

Learn more

Custom Software and Product Engineering

Software built around how your business actually runs, when nothing off the shelf fits without workarounds.

Learn more

All our other services

Guides

Written for wedding planners.

Practical notes on running the business, not product marketing.

Closing a Wedding’s Accounts: Vendor Advances, Payers and Settlement

How a wedding planner can record each vendor advance and who paid it, set final bills against advances, and close every wedding on one settlement page.

Learn more
How it works

How the work runs from Bengaluru for your city.

  1. 1

    The audit, by call

    A screen-share and a look at the sheets, accounting reports and WhatsApp groups your team uses. No travel needed.

  2. 2

    A written proposal

    Scope, what we build first and the cost, agreed in writing before anything starts.

  3. 3

    Build in short rounds

    Working screens shared every few weeks. Your team tests them from your own office.

  4. 4

    Go-live, in person when it helps

    For data migration and training we can come to your city. Travel is agreed in advance.

  5. 5

    Support online

    Fixes, changes and hosting handled remotely by the same team that built it.

Published case studies

The work we have published.

We only name clients whose work is published. None of them is in this trade; they show how the team works, not that it has built for this trade.

All case studies
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PetSeva: matching owners to the right vet, at any hour

A two-sided veterinary platform where vets are searchable by specialisation and bookable outside clinic hours. It now carries more than 2,000 veterinary doctors.

Read the case study Paying guest accommodation

SAM Atithi Pavathi: bed-level occupancy as the source of truth

PG management software where allocation, rates and invoices are derived from bed-level occupancy and not maintained in parallel spreadsheets.

Read the case study School transport services

SAM Tours: school transport on a single ledger

Registration, fee collection, routing and finance write to the same records, closing the gap between journeys run and fees collected.

Read the case study Microfinance and Self Help Groups

Vikasa RDO: making SHG loan recovery auditable

Loan proposals, recoveries and commissions sit on one record, with a person attached to every state change, so a business handling a bank’s money can show where each rupee went.

Read the case study
Common questions

Questions wedding planners ask before they call.

Can our invoices go to accounting software?

Not built in. Planning fees, client receipts and vendor payments sit against each event in GullySystem. If you want an accounting export, one is made, with its own quote.

Will it find vendors or settle rates for us?

No. It holds your own panel of decorators, caterers and photographers with the rates you already agreed. Who you book, and at what rate, stays your call.

Can the families see the plan?

Not through a login. The budget, the run sheet and the payment position go to each family on WhatsApp or email. Your vendor margins stay with you.

Can guests get room details on WhatsApp?

Not from the standard product, which keeps no guest names. Where the guest list is built for you, each guest’s room, arrival and pick-up can go out from it.

What makes one wedding planning quotation differ from another?

Planners, coordinators and accounts users set the base. Budget by function, vendor payments, guest and room blocks, run sheets, family approvals, crew deployment and settlement are modules priced apart. An accounts link adds scope.

What should a planner gather before starting?

Gather a recent budget sheet, vendor advance records, a guest and room list, function run sheets and a settlement statement. A senior planner and a finance person should review screens.

Do event files remain with the planner when we part ways?

Yes. The planner holds the software and every record. Budgets, vendors, guests, run sheets and settlements leave as ordinary spreadsheets. Whoever delivered it stays on support. Hosting is with GullySystem; a different host is allowed.

What happens after I share my requirements?

An engineer reads what you send and replies within one business day. We then look at the software, spreadsheets and WhatsApp groups your business runs on today and write down what works, what slows your team down and what is missing. A demo login, a screen-share or a few screenshots are enough. You get a short written summary ordered by priority, with no obligation to hire us afterwards.

How much will the software cost?

We don’t publish a price, because it depends on what the system has to do. That first review settles the scope, and the cost goes into a written proposal before any work starts.

Across India

Cities where wedding planners are common.

Related

Related industries.

Selling online

Also sell online?

The e-commerce pages cover the online side of this trade: storefronts, dealer ordering and the link to your stock.

Talk to us

Tell us how your business runs today.

A few lines on your spreadsheets, software and WhatsApp groups is enough. We reply the same working day.

What happens after you share your requirements

  1. A senior engineer reads your answers. Nobody phones first.
  2. Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
  3. If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
  4. No call is booked and nothing is paid until you have read the note. Your details stay with us.

Start with your requirements

Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.

Share your requirements