Client Overview

Our client is a full-service wedding and event planner known for creating beautifully curated celebrations from engagement through the wedding day. With a growing roster of clients and a 6–12 month planning cycle for each event, she reached a point where her internal operations were struggling to keep up with increasing demand.

The Problem: Rebuilding Workflows from Scratch for Every Wedding

Before partnering with Well Balanced Business, the client was manually building out her workflows for every single event she booked. For each new couple, she would:

• Create tasks for all 6–12 months of planning
• Rebuild steps for vendor research, invitations, budgeting, and coordination
• Assign tasks to the correct team members
• Determine due dates based on the wedding date
• Track vendor payments, meeting schedules, and planning milestones
• Build timelines, vendor checklists, floorplans, and day-of coordination tasks

This process had to be repeated from scratch for every wedding, for every package level. As her business grew, the administrative burden became overwhelming and inefficient, taking time away from creative planning, client experience, and business development.

Why She Partnered with Well Balanced Business

She needed a streamlined, repeatable system that matched the complexity of her services while reducing the manual work behind the scenes. Our expertise in operations, automation, and ClickUp made us the right partner to translate her planning process into a scalable workflow system.

The Solution: Building Repeatable, Automated Planning Systems

We began with a deep dive into her planning process, mapping out each phase of the wedding journey. From there, we transformed her scattered, manual workflows into a structured, repeatable system built inside ClickUp.

1. Created Two Master Planning Templates Based on Package Level

Each template included the full end-to-end process:

Planning Phases and Key Components

• Venue and vendor research
• Budget discussion and check-ins
• Ordering save-the-dates and invitations
• Vendor coordination and contract and payment tracking
• Monthly planning meetings
• Guest list preparation
• Venue floorplan and layout development
• Rehearsal and wedding day timelines
• Walk-through meeting preparation and checklists
• Rental tracking and management
• Vendor management throughout planning
• On-site support for the wedding day
• Post-wedding tasks and follow-up
• Couple check-ins at 1 month and 1 year
• Vendor close-out and gift sending

2. Automated Team Assignments and Date Dependencies

Tasks were automatically assigned to the correct team member, and all due dates were configured to calculate backward from the event date. This eliminated the need for manual setup or guesswork.

3. Integrated HoneyBook and ClickUp Using Zapier

We built a Zap that detects when a new contract is signed in HoneyBook (filtered by package level) and automatically:

• Creates the appropriate project in ClickUp
• Populates the correct master template
• Sets all tasks, due dates, and assignees
• Prepares the team to begin working immediately

Implementation: From Build to Launch

Once the system was finalized, we saved both workflows as repeatable templates inside ClickUp. We walked the client through testing several events, confirming that:

• All dependencies auto-calculated correctly
• No task was missing from any planning phase
• Assignee logic aligned with her team structure
• The HoneyBook to Zapier to ClickUp connection ran smoothly

Results: Hours Saved, Consistency Gained, Business Scaled

The transformation was immediate.

The client reduced her workflow setup time from hours per event to mere minutes.

Key outcomes included:

• Completely eliminated manual workflow creation for newly booked weddings
• Saved countless hours of administrative time each month
• Ensured consistency and accuracy across every planning phase
• Streamlined team collaboration with clear ownership and due dates
• Improved client experience through more organized and proactive planning
• Built a scalable operational foundation that supports long-term growth

With automated workflows and streamlined setup, she can now focus fully on serving her couples instead of rebuilding task lists.

Ready for Your Systems to Work for You?

If you are ready to streamline your service delivery and free up hours of admin time every month, we can help you build a scalable, automated workflow that supports your business growth.

Click Here to Schedule Your Discovery Call