Event Planners Handle Two Types of Billing, Automate Both
Most event planners work with two very different client types, and each requires a different payment approach. Private clients (birthday parties, galas, social events) are best served with milestone-based payments collected via Stripe card-on-file. Corporate clients (company events, conferences, product launches) often require formal invoicing with Net-30 payment terms and purchase order numbers.
The mistake most event planners make: using the same billing process for both. Corporate clients get confused by retainer-at-signing requests. Private clients get confused by Net-30 terms. Set up separate workflows for each, and automate both.
Two Payment Structures: Private vs Corporate
Private Clients
33% retainer at contract signing
33% at 60 days before event
34% final balance at 14 days before
Card-on-file via Stripe
Auto-charged at each milestone
Corporate Clients
50% deposit invoice on contract
50% final invoice post-event
Net-30 payment terms standard
Formal FreshBooks invoices
PO number field included
Step-by-Step Setup (45 Minutes)
1
Set Up FreshBooks + Invoice Templates (15 min)
FreshBooks (freshbooks.com) is your invoicing hub. Create separate invoice templates for private and corporate clients so each gets an experience that feels right for their context.
Create these templates:
- Private client retainer (33%): "Event Retainer, [EVENT NAME], [DATE]"
- Private client milestone 2 (33%): "Planning Payment, [EVENT NAME]", auto-sends 75 days before event
- Private client final balance (34%): "Final Balance, [EVENT NAME]", auto-sends 21 days before event
- Corporate deposit (50%): Formal layout with PO field, company billing address, Net-30 terms
- Corporate final invoice (50%): Includes itemized vendor breakdown and event summary
📸[Screenshot: FreshBooks invoice with milestone schedule, Stripe payment button, and auto-reminder settings]
2
Configure Stripe Card-on-File for Private Clients (10 min)
For private event clients, Stripe card-on-file means they enter their card once at contract signing, and every milestone payment is processed automatically on the due date without them having to do anything.
How to set up in HoneyBook:
- Create your HoneyBook contract → add payment schedule: 33% retainer, 33% at 60-day milestone, 34% final
- Enable "Auto-charge saved card" for milestone 2 and milestone 3
- The client enters their card when they sign, all future payments happen automatically
- HoneyBook emails them a payment receipt after each charge
Outcome: You get paid on time, every time, without ever having to send a "just checking on your payment" email. Private clients love it because they don't have to remember due dates either.
3
Build Milestone Reminder Sequences in FreshBooks (10 min)
For clients who prefer manual payment (check, bank transfer), FreshBooks sends automatic reminders before each due date. Configure these in FreshBooks → Settings → Automatic Payment Reminders:
📋 Milestone Payment Reminder Sequence
REMINDER 1, 14 days before due date:
Subject: Your event planning payment is coming up, [Event Name]
Hi [NAME],
Just a heads-up that your next payment of $[AMOUNT] is
due on [DATE]. You can pay here: [PAYMENT LINK]
Everything is on track for your event! [1 sentence update
on current planning status].
[YOUR NAME]
---
REMINDER 2, 7 days before due date:
Subject: One week until your payment, [Event Name]
Hi [NAME],
A quick reminder that your $[AMOUNT] payment is due
in one week on [DATE]: [PAYMENT LINK]
Excited for how this event is coming together!
[YOUR NAME]
---
REMINDER 3, Due date:
Subject: Payment due today, [Event Name]
Hi [NAME],
Your payment of $[AMOUNT] is due today.
Pay here: [PAYMENT LINK]
[YOUR NAME]
4
Set Up Corporate Invoice Workflow with Net-30 (10 min)
Corporate clients expect and require Net-30 terms. Here's how to automate their invoice process without losing track:
- Create corporate invoice template in FreshBooks with Net-30 payment terms, PO number field, and formal business name/address
- Set up FreshBooks automatic reminders: 7 days before due, due date, 3 days overdue, 10 days overdue
- For 10+ days overdue: FreshBooks sends you an alert for personal follow-up call
- Late fee: 1.5% per month after 30 days, include in every corporate contract and invoice footer
Most corporate clients have AP departments that handle invoices in batches. Net-30 with an automated reminder 7 days before the due date produces near-100% on-time payment rates from corporate clients.
Real Results: Luxe Event Group, Miami FL
📊 Case Study, Event Planner Invoice Automation
$22K in Outstanding Payments Recovered in 90 Days
Sofia, owner of Luxe Event Group in Miami, had 6 clients with outstanding balances totaling $22,000. She was manually tracking payments in a spreadsheet and the follow-up felt so awkward that she often delayed it. Two clients were 60+ days overdue.
After setting up FreshBooks with automated reminders and Stripe card-on-file for new clients:
$22KOutstanding AR Recovered
0New Late Payments
3hr→20minWeekly Billing Time
"I was losing sleep over the money I was owed. Now the system handles it. The automated reminders are professional and clients respond to them. I haven't had a single late payment since we set up card-on-file.", Sofia, Luxe Event Group
Frequently Asked Questions
Should I require card-on-file from corporate clients too?
Generally no, corporate clients typically pay via bank transfer, ACH, or corporate check through their AP department. Requiring card-on-file can feel inappropriate for corporate relationships. Use formal Net-30 invoicing with ACH payment options instead. Stripe supports ACH payments if you want to offer that as an option.
What percentage should my event planning retainer be?
Industry standard is 25–35% of the total event planning fee (not the total event budget). This secures the date and covers your initial planning work. Some planners do 50% upfront for smaller events under $2,000 total fee. The key: always collect the retainer before doing any substantive work on the event.
How do I handle scope changes and additional billing mid-event?
FreshBooks supports "change order invoices", one-off invoices outside the milestone schedule. When a client adds a photo booth, extra catering course, or upgraded florals, send a change order invoice immediately with payment due at 7 days. Don't absorb scope creep, invoice it as you go. Set this expectation in your original contract.
Is Wave Accounting a good free alternative to FreshBooks?
Yes, Wave is a genuinely good free option for event planners just starting out. It handles invoicing, payment reminders, and basic accounting for free. The main limitation: no built-in milestone scheduling (you'd need to manually send each invoice) and the automation features are more limited than FreshBooks. Upgrade to FreshBooks when you're invoicing more than 5 clients per month.
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