Event / wedding planner software, built around ABC, E&O and deposit + milestone payment schedule with unearned-revenue tracking

Arkathos gives a event a workspace tailored to how the work actually runs — This workspace is built around guiding each wedding or event from inquiry to a signed contract, milestone deposits, and flawless day-of coordination. Arkathos tailors a event workspace around 5 agents: Sentinel, Quartermaster, Treasury, Scribe, Herald.

Compliance a event can't afford to miss

Watchtower tracks every license, bond, insurance policy, and continuing-education requirement for a event, with renewal cadences and staged reminders so nothing lapses.

• A event must maintain a Business registration / business license, through the State Secretary of State and/or local (city/county) business licensing office, which renews every year.
• A event must maintain a General Business License, which renews every year.
• A event must maintain a DBA / Fictitious Business Name Registration, through the County Clerk, which renews every 5 years.
• A event must maintain a Seller's permit / sales & use tax registration (resale of rentals, decor, florals), through the State Department of Revenue / Taxation, which has no fixed renewal cycle.
• A event must maintain a Home Occupation Permit (home-based planners), through the Local Zoning / Planning Dept, which has no fixed renewal cycle.
• A event must maintain a Special event permit (per event, venue/public-space use), through the Local municipality (city/county clerk, police, fire, and/or parks/health departments), which has no fixed renewal cycle.
• A event must maintain a Sales / Use Tax Permit (resold rentals, florals, decor, favors), through the State Dept of Revenue, which has no fixed renewal cycle.
• A event must maintain a Temporary / special event liquor (catering) permit - when alcohol is served, through the State Alcoholic Beverage Control (ABC) authority (issued per event; often requires a licensed caterer), which has no fixed renewal cycle.
• A event must maintain a Certified Meeting Professional (CMP), through the Events Industry Council (EIC), which renews every 5 years.
• A event must maintain a Certified Meeting Professional (CMP) / Certified Wedding Planner, through the Professional Association (Events Industry Council), which renews every 5 years.
• The Certified Meeting Professional (CMP) carries a continuing-education requirement of 25 hours every 60 months (25h Industry education aligned to CMP 9 Domains (Option 1 of 3 CE recert paths; up to 12.5h may be non-industry-specific; NO ethics sub-minimum). Alt paths: 15h CE + 3 industry activities, or an industry-related associate's+ degree. Also requires 36 months industry work experience.).
• The Certified Meeting Professional (CMP) / Certified Wedding Planner carries a continuing-education requirement of 25 hours every 60 months (25h Meeting / event management professional development).
• A event must maintain a Certified Special Events Professional (CSEP), through the International Live Events Association (ILEA), which renews every 3 years.
• The Certified Special Events Professional (CSEP) carries a continuing-education requirement of 40 hours every 36 months (20h Continuing Education minimum (POINTS, not clock hours), 20h Remainder from Continuing Education OR Leadership & Involvement (POINTS)).
• A event must maintain a Professional Liability / E&O Insurance, which renews every year.
• A event must maintain a Professional liability / Errors & Omissions (E&O) insurance, through the Private insurance carrier, which renews every year.
• A event must maintain a Special Event / Host Liquor Liability Insurance, which renews every year.
• A event must maintain a General liability insurance, through the Private insurance carrier, which renews every year.
• A event must maintain a Cyber liability insurance, through the Private insurance carrier, which renews every year.
• A event must maintain a Workers' compensation insurance (if employees), through the State-regulated workers' compensation carrier / state fund, which renews every year.

Everything Arkathos runs for a event

These are the agents set up first for a event — and because it's one platform, every plan includes all 16 Arkathos agents. Also included whenever you need them: Guardhouse, Courier, War Room, Armory, Marshall, Mint Warden, Vault Keeper, Watchtower, Bulletin Board, Client Portal.

• Sentinel — Contact & lead management, Deal / estimate pipeline, Task & follow-up tracking, SMS & email outreach, Pipeline reporting.
• Quartermaster — Online booking & appointments, Calendar & availability, Events & waitlists, Automated reminders, Job dispatch & scheduling.
• Treasury — Invoicing & payment collection, Expense tracking, Accounting & bookkeeping, Business tax prep & filing, Recurring billing & subscriptions, Financial dashboards & reports.
• Scribe — Document & contract templates, E-signature, Proposal & form builder, PDF / Word export.
• Herald — SEO & get-found content, Social media scheduling, Email & newsletter campaigns, Brand voice & content studio, Review & reputation growth, AI-overview & directory visibility.

Your tailored event workspace

These are net-new, event-specific capabilities — not a generic CRM bolted onto your industry.

• Deposit + milestone payment schedule with unearned-revenue tracking (Treasury): Per-contract schedule (non-refundable deposit -> progress payments -> final balance) that books each payment as a liability/unearned revenue until the event date, auto-issues each installment invoice with a pay link, and dunning on missed milestones. Treasury only does one-off invoices today.
• Taxable-tangibles vs non-taxable-labor line classifier (Treasury): On every estimate/invoice, auto-flag resold rentals/florals/decor/favors as taxable goods and the coordination fee as non-taxable labor, so sales/use tax is collected only on marked-up tangibles per the customer's state rules.
• Day-of run-of-show / event timeline builder (Quartermaster): A minute-by-minute event-day timeline (ceremony, vendor arrivals, toasts, send-off) with vendor and assistant assignments, exportable to a printable coordinator sheet and shareable with vendors. This is the planner's core day-of artifact and no current tab produces it.
• Preferred-vendor directory with COI tracking (Sentinel): A reusable directory of florists/caterers/DJs/venues with contact, pricing, and certificate-of-insurance expiry, attachable to each event so the planner assembles and tracks the vendor team per wedding.
• Couple/corporate intake questionnaire + document delivery portal (Client Portal): Branded intake questionnaires (guest count, style, must-haves, existing vendor list) plus secure delivery of contracts, timelines, and floor plans to the client, reusing the tokenized media-sanitizer pipeline.

The agents and tabs you get

Sentinel for a event surfaces Overview, Contacts, Tasks, Chat. Quartermaster for a event surfaces Calendar, Events, Bookings, Chat, Availability. Treasury for a event surfaces Financial sheet, Draft estimate, Invoices, Sales tax, Chat. Scribe for a event surfaces Documents, Templates, Chat. Herald for a event surfaces Compose, Schedule, Directories, Get found, ✦Studio, Chat, Brand voice.

Frequently asked questions

what software do wedding planners actually use

Most run a CRM plus separate contract, invoicing, timeline and floor-plan tools, often HoneyBook, Dubsado, Aisle Planner or Planning Pod. Arkathos consolidates CRM, invoicing, scheduling and marketing into one flat-priced platform.

how much does event planning software cost per month

Organizer tools run roughly $0-$200/month; venue platforms $199-$319; enterprise event software $195 and up. Prices scale with seats and event size. Arkathos charges one flat fee, no per-seat pricing.

do wedding planners need a crm

Yes. A CRM is widely called the #1 tool, tracking inquiries, bookings, contracts, payment schedules and communication in one place so nothing slips during busy season. Arkathos includes a built-in CRM.

best all-in-one software for wedding planners

All-in-one tools replace separate CRM, proposal, contract, invoicing and timeline apps; popular picks are Plutio, Dubsado, Aisle Planner and Planning Pod. Arkathos adds payroll, taxes and compliance across 16 agents.

how to keep track of wedding vendors and payments

Use a vendor manager storing each vendor's contact, contract and payment due dates tied to the budget, plus a day-of run sheet. Arkathos tracks vendors, payments and schedules automatically.

what software do i need to start a wedding planning business

Minimum stack: a CRM for inquiries, e-signature for contracts, and invoicing for payments; add timelines, budgets and floor plans as you grow. Arkathos bundles all of these plus bookkeeping and marketing.

best invoicing and contract software for wedding planners

Look for itemized invoices, payment plans, e-signature contracts and deposit tracking; Plutio, Dubsado, HoneyBook and Planning Pod all offer this. Arkathos handles invoicing, contracts, payments and the underlying accounting.

how do wedding planners get clients

Mainly Instagram and Pinterest portfolios, vendor referrals, bridal shows, and a local-SEO website with a Google Business Profile. Reviews build authority. Arkathos includes marketing and SEO agents to help you get found.

is there free wedding planning software for planners

Free tiers exist (Maroo, Social Tables, spreadsheets, Canva, Google Drive) but usually cap clients, features or events, so most planners upgrade past 5-6 active weddings. Arkathos offers a trial with flat pricing after.

What licenses and insurance does a event need?

Arkathos tracks 17 items for a event, including Business registration / business license, General Business License, DBA / Fictitious Business Name Registration, Seller's permit / sales & use tax registration (resale of rentals, decor, florals). Each renewal and expiration is monitored in Watchtower with staged reminders.

What continuing education is required for a event?

The Certified Meeting Professional (CMP) carries a continuing-education requirement of 25 hours every 60 months (25h Industry education aligned to CMP 9 Domains (Option 1 of 3 CE recert paths; up to 12.5h may be non-industry-specific; NO ethics sub-minimum). Alt paths: 15h CE + 3 industry activities, or an industry-related associate's+ degree. Also requires 36 months industry work experience.). The Certified Meeting Professional (CMP) / Certified Wedding Planner carries a continuing-education requirement of 25 hours every 60 months (25h Meeting / event management professional development). The Certified Special Events Professional (CSEP) carries a continuing-education requirement of 40 hours every 36 months (20h Continuing Education minimum (POINTS, not clock hours), 20h Remainder from Continuing Education OR Leadership & Involvement (POINTS)). Watchtower logs hours by category and flags shortfalls before the deadline.

Which Arkathos agents does a event get?

Arkathos tailors a event workspace around 5 agents: Sentinel, Quartermaster, Treasury, Scribe, Herald.

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