Vendor Confirmation Checklist Tracker
A done-for-you wedding and event planning automation built for the Client Services Coordinator, connecting Twilio and Google Sheets so the work below happens on its own.
What this automation does, step by step
For every booked event, this automation builds a checklist of every vendor involved, caterer, florist, DJ, rental company, and tracks each one's confirmation status against the event date.
Thirty days out, any vendor who hasn't confirmed final headcount, arrival time, and setup details automatically receives a follow-up email, and if a vendor is still unconfirmed 10 days before the event, the coordinator gets an internal alert to call them directly.
Instead of the planner manually re-reading a dozen email threads the week of the wedding, the checklist flags exactly who needs a nudge and when.
- HoneyBook or Aisle Planner
- Zapier or Make.com
- Twilio or email
- Google Sheets (vendor tracker)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
The manual version of this puts the entire workload on a client services coordinator, who has to juggle phone calls, emails, and spreadsheets just to keep things moving.
With this automation
- Low-stock and reorder alerts before you run out
- Vendor and subcontractor confirmations that chase themselves
- Preventive maintenance scheduled by usage or date
- Work orders and project milestones that update stakeholders
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