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May 15, 2025

Key Takeaways

Charlotte saved time by streamlining planning into one platform, creating a seamless, on-brand client experience.
Cut admin time by 30% and saved approx. £30K in staffing costs.
Boosted client conversions by 15% and cut acquisition costs by 20%.
Grew profits without extra hires, while focusing on high-value creative work.

How Wedding Planners Boost Profits with That’s The One Software

[[toc-anchor:Introduction: Balancing Wedding Planning and Profitability - Charlotte's perspective]]

Charlotte from La Fête, is a luxury destination wedding planner based in the UK, established in 2016. She specialises in bespoke wedding planning around the world (read more here!). As a business owner, Charlotte’s biggest challenge was finding a way to deliver a highly personalised, high-touch service to her clients while also growing her business profitably. Incorporating each wedding checklist task, such as sending invites, recommending hotels for guests, and setting a wedding budget, was essential to ensure a well-organized and successful wedding.

In 2022, she discovered That’s The One (TTO), a dedicated wedding planning software designed for professional wedding planners. Since then, Charlotte has transformed her business operations, achieving greater efficiency, higher client conversion rates, streamlined team management, and significantly lower client acquisition costs.

Here’s how TTO helped her boost her profit margins while maintaining her signature luxury service.

[[toc-anchor:The Challenge: High-Touch Service vs. Sustainable Growth]]

The challenges faced by Charlotte are experienced by planners all over the world, who find themselves asking, "how do I":

⏰ Reduce hours spent on manual tasks (spreadsheets, emails, confirmations, guest lists)?
😵‍💫 Avoid miscommunications with clients and vendors that lead to costly last-minute fixes?
❇️ Make my business look more professional?
📉 Reduce my wedding planning costs?
✅ Show my value as a planner, amongst the many DIY tools that exist today?
💸 Convert inquiries into paying clients?
👪 Grow my wedding planning business without the need for extra hires?
📄 Acquire new clients at a low & efficient cost (directories are pricey!).

[[toc-anchor:The Solution: Transforming Wedding Planning with That’s The One]]

a) Increased Efficiency: More Time for High-Value Wedding Planning Tasks

As a busy luxury wedding planner, Charlotte needed a smarter way to manage her events without compromising on her bespoke client experience. The software helps in creating a detailed wedding day schedule, amongst other admin tasks, ensuring smooth coordination among clients, vendors and planners. By implementing That’s The One, she successfully reduced her admin workload by 30%, freeing up valuable time to focus on creative design, client relationships, and growing her business.

With all her weddings managed in one centralised platform, Charlotte can now:

Reuse customisable templates for wedding planning checklists, wedding day timelines and vendor recommendations that reflect the desired wedding style
Streamline wedding guest list management with automated data syncing
Assign wedding planning tasks to clients, team members, and suppliers in a few clicks
Maintain a single source of truth for every wedding, improving transparency, communication and reducing errors.

Real Time-Saving Benefits of Using Wedding Planning Software

Guest List Automation: All wedding guest RSVPs flow directly into a synced guest list, which automatically updates the floor and seating plans — eliminating manual data entry and saving hours of admin.
Automated Reminders: Scheduled task and payment reminders are sent automatically, keeping everyone on track without endless follow-ups.
Centralised Documents: Invoices, contracts, quotes, and agreements are securely stored in one place, easily accessible for Charlotte, her planning team, and her clients — no more searching through email chains.
One-Click Wedding Day Timelines: Exporting customised timelines for each supplier takes seconds, ensuring clear and consistent communication.
Seamless Floorplan Sync with Guest Dietaries: Floorplans are automatically linked with guest meal choices, dietary requirements, and allergies, reducing errors and last-minute coordination with catering teams on the wedding day.

Try your 30 day free trial here or book a demo.

b) Client Satisfaction & Referrals: Lower Acquisition Costs

For wedding planners, happy clients are the best source of new business. A personal referral from an existing client carries far more weight than any paid advertisement or directory listing.

By using That’s The One, Charlotte was able to elevate her client wedding planning experience and stand out from other wedding planners. With streamlined, transparent processes for sharing essential wedding details, every interaction felt polished, brand-aligned, and professional. Exactly what clients expect from a luxury wedding planner.

That’s The One provides professional, client-facing planning tools that make collaboration seamless:

Shared wedding planning checklists for task tracking to ensure everyone is on the same page
Real-time wedding day timelines and updates
Interactive seating charts linked to wedding guest data
Visual budget trackers for full transparency
Video & voice comments on tasks which made the experience feel personal

With these tools, Charlotte’s clients always felt informed, involved, and reassured. This enhanced level of service positioned her as an organised, trustworthy wedding planner, making clients more likely to recommend her to friends and family.

“An enhanced client experience leads to organic word-of-mouth growth and allowed me to reduce costs spent on paid ads and directory listings by 20%.” Charlotte

The results speak for themselves:

Boosted client booking conversion rate by 15%, without additional advertising spend.
Significant reduction in acquisition costs simply by delivering a superior planning experience with the right software.
Increased referrals and repeat business from happy clients and vendors.

By implementing That’s The One’s, Charlotte turned her existing client base into her most effective (and cost-efficient) marketing channel. With that, she had more time to invest in growing her wedding planning business, networking in top-tier conferences and speaking at tradeshows like RSVP (congrats on the award Charlotte!).

c) Reduced Need for Support Staff: Lean Business Growth

For many wedding planners, the busy season means hiring additional coordinators or admin staff to manage the growing workload. However, this significantly increases overheads and eats into profit margins.

By leveraging That’s The One, Charlotte was able to avoid hiring extra support staff this year, saving approximately £30,000 in annual staffing costs.

The powerful automation features in TTO drastically reduced manual tasks, such as:

Guest list updates and syncing with floorplans and seating charts.
Scheduling and sending task reminders.
Managing supplier timelines and documents.
Generating client-facing materials in seconds.

Not only did this result in direct cost savings, but it also increased profit per event, as she maintained a lean, high-performing operation. The reduction in manual admin work also minimised the risk of errors, giving Charlotte greater peace of mind (which is priceless!).

d) Adding Value to Clients with All-in-One Wedding Planning Tools

Couples often come to wedding planners feeling overwhelmed by the sheer number of free planning tools available online. From DIY wedding websites (Joy, Zola, The Knot) and wedding invitation platforms to guest list trackers and e-card services (Paperless Post, Greenvelope). However, these disconnected tools create confusion, lack consistency, and complicate data management for both the couple and the planner.

"Instead of directing my clients to multiple third-party apps, I provided everything under one professional platform with That’s The One. Fully aligned with my brand and processes." Charlotte

Her clients especially loved:

Tools which made it easy to manage wedding guests: Wedding Website, RSVP management, e-cards and digital invitations, guest lists, and seating plans. By integrating a cohesive wedding theme into the planning process, these all-in-one tools ensure a seamless and personalized experience.
Streamlined Communication: Rather than communicating across Email, Instagram, Whatsapp - and getting lost communications, That’s The One created a cohesive space to have all communications.
Consistent & Professional Experience: The entire planning journey felt cohesive and high-end, reinforcing Charlotte’s reputation as a premium wedding planner.
Transparent & Clear Budget sheet

Charlotte leveraged TTO's budgeting tools to:

Charlotte found TTO’s budgeting tools to be a game-changer in her wedding planning process. By using these tools, she was able to streamline financial planning for her clients, ensuring that every penny was accounted for and spent wisely. The detailed budget tracking provided by TTO enhanced transparency and trust with her clients, as they could see exactly where their money was going and how it was being managed.

Streamline financial planning for clients: TTO’s budgeting tools allowed Charlotte to create comprehensive and detailed budgets for her clients, making it easier to track expenses and stay within budget.
Enhance transparency and trust with detailed budget tracking: The ability to provide clients with clear and detailed budget reports helped build trust and confidence in Charlotte’s services, as clients could see the value and efficiency of her planning process.

By integrating TTO’s powerful budgeting tools into her workflow, Charlotte was able to offer a superior level of service to her clients, ensuring that their dream weddings were both beautiful and financially manageable at no extra cost to her clients.

"With That’s The One, I can add real value for my clients — without adding complexity or cost to my business." Charlotte

Try your 30 day free trial here or book a demo.

[[toc-anchor:The Overall Business Impact]]

With That’s The One, I have been able to increase my wedding planning profit margins by approximately 15-20%, grow my business without increasing headcount and creating a stronger brand perception and pipeline of high-value clients.

“Using That’s The One transformed the way I run my business. I can now focus on what I love, which is designing unforgettable weddings and have peace of mine that the backend is taken care of.” Charlotte

[[toc-anchor:Conclusion: Why That’s The One is a Game-Changer for Planners]]

For modern wedding planners, delivering a high-touch, personalised service while growing a profitable business can be a constant balancing act. That’s The One wedding planning software bridges this gap by streamlining operations, elevating client experiences, and driving measurable business results.

For planners like Charlotte, the impact is clear: higher profitability, stronger client relationships, and a scalable business model that doesn’t compromise on quality.

See how That’s The One can boost your profit margins—book a free demo today.