Admin tasks look small on paper, but they take up more time than most wedding and event vendors realise. One follow up here, one reminder there, a quick invoice update, a scheduling message, another check-in ~ and suddenly half your day disappears.
The truth is simple: you do not need to work faster. You need systems that work for you.
Automation is not cold or impersonal. When done well, it supports your brand, protects your time, and gives your clients a smoother, more consistent experience. Here is how you can turn your most time-consuming admin tasks into automated systems that save hours every week.
1. Automate Inquiry Replies
When a new inquiry comes in, clients want to feel acknowledged quickly, even if you are not available.
Automate:
~ A warm inquiry confirmation
~ Next steps
~ A link to book a call or view packages
Why it works:
Clients feel taken care of instantly, and you earn time to reply properly without the pressure of urgency.
2. Automate Payment Reminders
Chasing payments is frustrating and time consuming. Automating reminders keeps things on track without awkward conversations.
Set up reminders for:
~ Deposit due
~ Balance due
~ Overdue notices
~ Receipt confirmations
Why it works:
You protect your cash flow without micromanaging inbox follow ups.
3. Automate Questionnaires and Forms
You likely send the same pre-event questionnaires or information requests every time.
Automate:
~ Onboarding questionnaires
~ Event detail forms
~ Pre-event checklists
Why it works:
Clients provide details sooner, and you stop manually sending the same links every week.
4. Automate Scheduling
Instead of going back and forth to book a call, let your scheduling tool handle availability.
Automate:
~ Calendar invites
~ Time zone adjustments
~ Reminders
~ Reschedules
Why it works:
You eliminate unnecessary messaging and prevent double bookings.
5. Automate Follow Ups
Follow ups are essential, but doing them manually makes your inbox feel endless.
Automate sequences for:
~ Pending responses
~ Unopened proposals
~ Missed messages
~ Inquiry follow ups
Why it works:
Your leads stay warm, and your communication remains consistent even on your busiest days.
6. Automate Timeline Reminders
Instead of remembering every detail for every event, let your CRM remind you.
Automate reminders for:
~ One month before
~ One week before
~ Final confirmations
~ Supplier check-ins
Why it works:
You stay organised without having to rely on memory.
7. Automate File Delivery and Offboarding
Once your project wraps, make the final steps as smooth as the onboarding.
Automate:
~ Delivery emails
~ Testimonial requests
~ Thank you messages
~ Archiving reminders
Why it works:
Clients feel supported until the very end, and you complete projects with clarity.
Automation Is About Saving Time Without Losing Quality
When your admin tasks run in the background, your days become lighter. You have more room to create, focus, and grow your business. Automation does not replace your personal touch ~ it supports it.
With the right systems, you can:
~ Reduce overwhelm
~ Increase consistency
~ Improve response time
~ Stay organised
~ Deliver a better client experience
~ Gain hours back every week
Admin does not have to drain you. Your systems can carry the load.
If you want to automate your admin tasks in a way that feels natural, personalised, and supportive of your workflow, reach out at hello@behindtheweddings.com
Together we can build automations that save you hours each week while keeping your client experience warm and consistent.