VendorSync
Event planner CRM that tracks 15 vendors per event without the spreadsheet chaos - one dashboard from first quote to final payment
The Problem
Event planners managing weddings, corporate events, conferences, and parties (5-30 events simultaneously) lose bookings and money juggling 10-20 vendors per event across scattered email threads, spreadsheets, and paper contracts. They can't quickly see which AV companies are available for a June conference, which caterers are pending deposit for a product launch, or which venues haven't sent contracts for an awards gala. Double-bookings happen. Payment tracking is manual. Client questions require digging through emails. Lost coordination costs $5K-15K annually per planner.
The Solution
All-in-one vendor relationship platform where event planners maintain a database of trusted vendors with pricing and availability, create events (weddings, corporate conferences, galas, festivals, parties) and assign vendors with real-time availability checking, track contract status and payment milestones per vendor, coordinate timelines with automated reminders, and give clients read-only access to see their vendor lineup. Works for any event type requiring vendor coordination.
MVP Features
Vendor directory with categories (AV/tech, catering, venue, entertainment, photography, florals, transportation, staffing, etc.)
Vendor profiles: contact info, pricing tiers, services offered, photos/portfolio links
Availability calendar per vendor showing booked/available dates
Event creation with type (wedding, conference, gala, party), date, location, client details, budget
Vendor assignment to events with proposed/confirmed status
Contract upload and status tracking (sent, signed, pending)
Payment milestone tracking (deposit, balance due dates) with status indicators
Automated email reminders for pending contracts and upcoming payments
Event timeline builder showing vendor deadlines (load-in times, final counts, tech check, etc.)
Client portal with read-only view of their event vendors and timeline
Communication log per vendor per event (all emails and notes in one place)
Vendor comparison tool (side-by-side pricing and availability for event date)
Simple invoicing for planner fees sent to clients
Dashboard showing: upcoming events, pending contracts, overdue payments
Mobile view for day-of-event vendor contact access and coordination
Monetization
SaaS subscription: $79/month for up to 10 active events, $179/month for 11-30 events, $379/month for 31-75 events (targeting established planners and agencies). Optional transaction fee model: 2% of vendor payments processed through platform. Premium add-ons: client portal white-labeling ($49/month), automated vendor marketplace ($99/month), team collaboration for 3+ planners ($39/user/month). Target 120 customers at $179 average = $258K ARR Year 1.