A portfolio website that turns Instagram followers into dated enquiries, a pipeline that shows which weddings are still undecided, package quotes you can change in minutes, payment schedules tied to milestones, a checklist for every function from haldi to reception, a vendor sheet everyone works from, and a client portal so the family stops asking the same question on six WhatsApp groups. Built for wedding planners, caterers, decorators, banquet and lawn venues, photographers and corporate event companies in Mumbai, Navi Mumbai, Thane, Pune and destination markets such as Lonavala, Alibaug, Udaipur and Goa.
Reply within one business day · Navi Mumbai team · Website, app and admin under one roof
One record per event, with every function, guest count, vendor, payment and decision in it, so your team, your vendors and the family work from the same plan.
A fast website that shows your best work by type and city and asks the right questions before the first call.
The back office for the owner, sales, planners and on-ground coordinators.
A simple portal or app for the couple, the family point of contact and your vendors.
An Indian wedding is rarely one event. A typical Maharashtrian, Gujarati or Punjabi family in Mumbai books a haldi, mehendi, sangeet, the wedding and a reception, often across two venues and three days, with 150 guests at one function and 800 at another. Behind it sit a planner or the venue’s banquet team, a caterer, a decorator, a photographer and videographer, a DJ, a makeup artist, a pandit and transport. Each business keeps its own notes, and most of the coordination happens in WhatsApp groups that grow to forty people.
Enquiries arrive on Instagram, WhatsApp, WedMeGood or WeddingWire-style listings, Google and referrals, usually with three questions: is the date free, what will it cost, and can we see similar work. A business that answers in an hour with the right portfolio and a clear package wins more than one that replies the next evening. Yet most owners cannot say how many enquiries came last month, how many were for dates already booked, or why the rest went elsewhere.
The money side is just as loose. Quotes are typed in Word or sent as images, revised five times, and nobody is sure which version the family accepted. Advances are taken in instalments by UPI, cheque and cash, and the reconciliation happens after the season. Vendors are paid late because the planner is waiting for the family. A change in guest count two days before the event reaches the caterer but not the decorator. Late cancellations and date changes turn into arguments because the policy was never written down clearly.
Infoways, a web, app and software company in Mahape, Navi Mumbai, builds portfolio websites, enquiry capture, package and quotation tools, event checklists, vendor coordination, client portals and instalment payment tracking for event businesses. Below: how each module works, the rules and terms around venues, music, sound, liquor and drones that come up at real events, how it compares with marketplaces and ready-made planner tools, and what to ask before you build or buy.
Eight modules, who uses each one, and the real-life wedding situations they must survive.
Used by couples, families and corporate buyers before they call you. Work is grouped by type (destination, intimate, sangeet, corporate offsite), by venue and by city, with short notes on guest count and what you handled, since people search for “wedding decorator in Thane” or “Lonavala resort wedding planner”. The enquiry form asks for date, city, functions, guest count and budget band before the call, so sales do not spend twenty minutes discovering the date is already booked. Pages load fast on a phone, because most visitors come from Instagram on mobile data.
Solved in your appUsed by sales. Every enquiry from the website, WhatsApp, Instagram, marketplaces, calls and referrals lands in one list with its source. Status runs from new to contacted, site visit, quote sent, negotiation, booked or lost, with a reason for each loss. Because events are date-bound, the pipeline is also a calendar: you see all enquiries for a December weekend together, which dates are held, and which holds expire in 48 hours. A follow-up is due on every open enquiry, so a family that went quiet after the quote gets a call, not silence.
Solved in your appUsed by sales and the owner. Packages and add-ons are set up once: decor themes, menus by per-plate tiers, photography hours, DJ, makeup, transport, rooms. A quote is built per function from these, with guest counts and taxes as your CA advises, and sent as a clean PDF or link. Every revision is saved as a version, and the family accepts one by a tap or an OTP, which ends “we never agreed to that” later. Margins per line are visible to the owner but not on the client copy.
Solved in your appUsed by accounts and the owner. Each booking carries a payment schedule tied to milestones such as booking, three months before, one month before and after the event. Reminders go on WhatsApp with a payment link into your own gateway account. UPI, card, cheque and cash are all recorded, and receipts go out at once. Cancellation and date-change terms are written into the booking and shown on every receipt, so what happens to an advance is known before anyone needs to ask.
Solved in your appUsed by planners and on-ground coordinators. Each function gets its own checklist from a template: haldi needs marigold and safe flooring, sangeet needs a stage plan, sound check and choreographer timings, the wedding needs the mandap, pandit, muhurat time and baraat route. Tasks have owners and due dates counting back from the event. On the day, a minute-by-minute run sheet is shared with the team and vendors, and coordinators tick items off on their phones so the planner sees progress from another venue.
Solved in your appUsed by planners and vendors. Each vendor is assigned to functions with their brief, timings, load-in and contact person. Vendors confirm their slots in a simple portal or by WhatsApp link and see only their own jobs, not your margins or the family’s details beyond what they need. When the guest count or timing changes, every affected vendor is told at once and the change is logged. Vendor bills and payouts are tracked against the event, so you know what you still owe before the season closes.
Solved in your appUsed by the couple and one or two family contacts. The portal shows the event timeline, decisions pending (menu, decor, outfits schedule), approvals with mood boards and photos, payments made and due, and the guest list or RSVP sheet if you manage it. Comments sit against each item instead of in five WhatsApp groups. You decide who sees what: the bride’s family may see decor and timings, while payment details go only to the person paying.
Solved in your appFor banquet halls, lawns and resorts. Each hall or lawn has its own calendar by session (morning, evening, full day), with holds, confirmed bookings and buffers for changeover. Rooms blocked for the wedding party, in-house catering covers, decor items you own and furniture counts are tracked against each event, so two weddings do not need the same 400 chairs on the same night. Venue managers see occupancy by month and which dates are still open for peak muhurat days.
Solved in your appTell us what you do, where enquiries come from and how you quote today. We will tell you which part to fix first.
Event businesses touch many rules without being one regulated trade. These are the points our clients raise most. Most are enforced locally, so practice varies by city.
| Term or rule | 1What it means | 2How the software handles it |
|---|---|---|
| Music at weddings (Copyright Act, Section 52(1)(za)) | A DPIIT public notice of 24 July 2023 told copyright societies not to collect royalties for music at marriage ceremonies and related social activities, citing Section 52(1)(za). Corporate and commercial events are a different matter, and court challenges have been reported. | Each event is tagged as wedding, corporate or public, so your team checks the right licences for non-wedding events before the date. |
| Loudspeakers at night (Noise Pollution Rules 2000) | Loudspeakers and amplifiers are not to be used between 10 pm and 6 am except in closed premises such as banquet halls. A state may allow use up to midnight on cultural or religious festive occasions for up to fifteen days a year, with written permission. | Run sheets flag outdoor functions with music after 10 pm and add a task to check permission and the venue’s rules. |
| Bombay High Court on amplified music (2026) | In 2026 the Bombay High Court took up a suo motu PIL on music systems with amplifiers and firecrackers on public streets during festivals. Enforcement around baraats and street processions may tighten. | Baraat routes and outdoor processions carry a permission checklist item and the local police contact. |
| Liquor at private functions in Maharashtra | Serving liquor at a private event generally needs a one-day or function licence from the state excise department, commonly referred to as an FL-4 type licence. Venues with their own bar licence follow their own terms. | Bar service is a line item with a task for the licence, the responsible person and a copy of the permit stored against the event. |
| Food safety for caterers (FSSAI) | Caterers are food businesses and need FSSAI registration or a licence depending on size, with the number displayed. | The caterer’s FSSAI number is stored in the vendor record and checked before the vendor is confirmed for an event. |
| Drones for wedding shoots (Drone Rules 2021) | Drones above 250 g, and any drone flown commercially, need registration and usually a remote pilot certificate. Flights need a zone check on the Digital Sky map; red and yellow zones need prior permission, which matters near airports in Mumbai and Navi Mumbai. | Photography vendors’ drone registration and pilot details are stored, and venues near restricted zones carry a warning. |
| Advances and cancellation terms | Bookings run on advances paid in instalments. The Consumer Protection Act 2019 allows complaints about unfair contract terms, which can include unreasonable forfeiture of deposits. Clear written terms, accepted before payment, protect both sides. | Cancellation and date-change terms are stored per booking, shown on quotes and receipts, and accepted by the client with a tap or OTP. |
| GST on event services and advances | Event management, catering and venue hire are taxable services, and GST treatment of advances, packages with mixed items and inter-state destination events needs your CA’s view. | Tax rates and invoice formats are settings, never hard-coded. Advances, invoices and receipts are kept separately so your CA can apply the correct treatment. |
| Guest and family data under the DPDP Act 2023 | Guest lists, phone numbers, addresses, ID copies for hotel check-in and photos are personal data. The business is responsible for consent and safe handling. | Access by role, ID copies visible only to the hotel desk team, a deletion date after the event, and logs of every export. |
We have taken these points from government notices, court records and legal publications as reported. Local police, municipal, fire and excise rules vary by city and change often. Confirm with your venue, your lawyer, your CA and the local authorities before each event. We set up the checks you approve; we do not give legal advice.
Most event businesses already use two kinds of tools. The first is marketplaces and listing sites such as WedMeGood, WeddingWire-style directories and Google Business Profile, where couples discover vendors. These bring enquiries, and for a new decorator or photographer they can be the main source of work. They are discovery tools; they do not run your quotes, payments or vendor coordination.
The second is ready-made planning tools. There are Indian planner apps such as Planning Studio, WedPlan and Weddingkart that handle guest lists, budgets, vendors and WhatsApp invites, and general CRMs such as Zoho CRM that some planners adapt. For a small planning team doing standard weddings, one of these may be enough, and we will tell you so. Check that it handles multiple functions per event, quotes with versions, milestone payments, vendor views and data export.
A custom system makes sense when your business is shaped differently: a venue with several halls, rooms and in-house catering; a caterer running dozens of events a week with kitchen planning; a planner handling destination weddings with travel, rooms and many vendors; a group with several brands; or a business that wants its own branded client portal. Our guide on custom software vs off-the-shelf covers the trade-off.
Most successful businesses use a listing for discovery and one system to run every event.
| Factor | 1Listings and WhatsApp groups | 2Ready-made planner tool | 3Your own event platform |
|---|---|---|---|
| Best for | New vendors building a name | Small planning teams with standard weddings | Venues, large caterers, destination planners and multi-brand groups |
| Enquiry tracking | Scattered across apps | Basic pipeline | Date-wise pipeline with sources and loss reasons |
| Quotes and versions | Word files and images | Templates within limits | Your packages, per function, with accepted version locked |
| Payments | Tracked by memory | Some tools track instalments | Milestone schedules into your own gateway, with terms shown |
| Vendor coordination | WhatsApp groups | Vendor lists and tasks | Vendor portal with only their jobs, changes pushed at once |
| Venue halls and inventory | Paper diary | Rarely covered | Hall calendars, rooms, covers and owned decor stock |
| Time to start | Already running | Days | Weeks to months, in phases |
Product names are mentioned only to help you compare. Features change often, so check each provider directly.
Events are seasonal, so compare like with like: this wedding season against the last, not October against May.
Bookings divided by enquiries for each source: Instagram, website, marketplace, Google, referrals. It tells you where to spend time and ad money, and which listing is sending poor-fit leads.
Solved in your appMinutes from enquiry to your first meaningful reply, by person and by hour of day. Families shortlisting three vendors on a Sunday evening often book the one who answered first with the right portfolio.
Solved in your appShare of lost enquiries by reason: date unavailable, budget, chose another vendor, no response. If date unavailable is high, you may need a second team or venue; if no response is high, it is a follow-up problem.
Solved in your appClient billing minus vendor costs, materials and on-ground staff for each event, worked out from the accepted quote and actual vendor bills. It shows which package types and add-ons actually make money.
Solved in your appAmount received against amount due by milestone, for all upcoming events. Late payers a month before the event are a risk to vendor payouts and to your cash in peak season.
Solved in your appWhat you owe vendors and how many days after the event they get paid. Good vendors prioritise planners who pay on time, especially on peak muhurat dates.
Solved in your appFor venues and teams: booked sessions against available sessions on peak dates and in the off-season. It shows where to price, where to run offers, and when to add a second team.
Solved in your appShare of completed events that left a Google or marketplace review, and bookings that came from past clients’ referrals. In this trade, a referral is usually the cheapest and best lead you get.
Solved in your appStart in the off-season, typically around the monsoon for many Mumbai businesses, so your team has time to learn before peak muhurat dates. We plan the rollout around your own calendar.
We set up your packages, add-ons, function templates and checklists, quote layout, payment milestones and written cancellation terms, checked with your lawyer and CA.
Upcoming confirmed events, open enquiries, vendor list with contacts, FSSAI and drone details, and your best portfolio work by type and city go in. Payments already received are matched to bookings.
The portfolio site goes live with enquiry forms, and WhatsApp and Instagram enquiries feed the same pipeline. Local search pages for your main venues and cities are set up.
Short sessions in English, Hindi or Marathi on their own phones. Coordinators practise a run sheet on a real upcoming event.
Two or three upcoming events move to the system end to end, including the client portal and vendor confirmations. Once they run cleanly, every new booking starts in the system.
Peak season is when things break. Maintenance and support covers quick fixes, new templates and reports through the season.
Share your services, venues and how you work today. We will tell you honestly whether a ready-made tool fits or a custom build is worth it.
We quote after understanding your business, so there is no fixed price here. A portfolio website with enquiry capture into one pipeline is a small project. Adding packages and quote versions, milestone payments, function checklists, vendor coordination and a client portal makes it medium. A venue system with several halls, rooms and in-house catering, or a destination planner platform with travel, rooms, guest management and many vendors, or a group with several brands, is large.
Cost goes up with the number of business lines (planning, catering, decor, venue), how many roles and portals you need, how complex your packages and pricing rules are, guest management and RSVP features, and links to accounting or hotel systems. It comes down if you start with the website and enquiry pipeline, which win more bookings fastest, and add quotes, payments and vendor tools in phases.
Timelines: a portfolio site with enquiry pipeline usually takes 3-5 weeks. Quotes, payments, checklists and vendor coordination take another 5-8 weeks. A venue or destination platform runs 3-5 months in phases. See custom website development for the portfolio site, CRM development for the pipeline, and our app cost calculator for a sense of scope.
Do not launch in November. Peak season is the worst time for your team to learn anything new. Set up in the off-season and run a few events through it before the rush.
Do not put every vendor and family member in one portal with full access. Vendors should see their jobs; families should see decisions and payments that concern them. Too much access leads to leaked margins and arguments.
Do not skip the written cancellation and date-change terms. A system cannot settle a dispute over terms that were never written. Agree them with your lawyer, show them before payment and get them accepted.
And do not build a platform if you are a two-person team doing a few weddings a year. A good portfolio site, a Google Business Profile with reviews, WhatsApp Business and a spreadsheet will do. Building makes sense once enquiries, events and vendors outgrow what one person can hold in their head.
Ask us on WhatsApp. A real person from our Navi Mumbai team replies.
Ask on WhatsAppA DPIIT public notice of 24 July 2023 told copyright societies not to collect royalties for music at marriage ceremonies and related social activities under Section 52(1)(za) of the Copyright Act. Corporate and public events are treated differently, and court challenges have been reported. Check with your lawyer for non-wedding events.
Under the Noise Pollution Rules 2000, loudspeakers are not to be used between 10 pm and 6 am except in closed premises such as banquet halls. A state may allow use until midnight on up to fifteen festive days a year, with written permission. Check the venue’s rules and the local police for your date.
Generally yes. A one-day or function licence from the state excise department, often called an FL-4 type licence, is commonly needed unless the venue’s own bar licence covers it. Confirm with the excise office or the venue. The software keeps a task and the permit copy against the event.
Under the Drone Rules 2021, drones above 250 g and drones used commercially generally need registration and a remote pilot certificate, and every flight needs a zone check on the Digital Sky map. Venues near Mumbai and Navi Mumbai airports may fall in restricted zones. The vendor’s details can be stored in the system.
Yes. Each booking carries a payment schedule by milestone. Reminders go on WhatsApp with a link into your own payment gateway, and receipts go out on every payment, whether by UPI, card, cheque or cash.
Write clear cancellation and date-change terms with your lawyer, show them on the quote and before payment, and have the client accept them by tap or OTP. The Consumer Protection Act 2019 allows complaints about unfair terms, so reasonable, clear terms protect you as well as the client.
Yes. One event holds several functions, each with its own date, venue, guest count, checklist, vendors and run sheet, while payments and the client portal stay at event level.
No. Vendors see only their own jobs, timings, briefs and contact person. Client billing and margins are visible to the owner and roles you choose.
Use both if listings bring good leads. A marketplace is a discovery channel; your own website and Google Business Profile hold your portfolio, reviews and enquiries under your name, and all of them can feed one pipeline.
For a small planning team with standard weddings, often yes. Check multi-function events, quote versions, milestone payments, vendor views and data export. A custom system makes sense for venues, large caterers, destination planners and multi-brand groups.
Yes. Each hall or lawn has its own calendar by session with holds and buffers, and owned decor, furniture and rooms are tracked against events so two bookings do not need the same items on one night.
Yes, where you manage guests. Guest lists can be uploaded from Excel, invites and RSVPs tracked by function, and room and travel details added for destination weddings.
Guest lists, phone numbers, ID copies and photos are personal data under the DPDP Act 2023. We take consent, limit access by role, keep ID copies only for the team that needs them, set a deletion date after the event, and log every export.
A portfolio website with an enquiry pipeline usually takes 3-5 weeks. Quotes, payments, checklists and vendor coordination take another 5-8 weeks. A venue or destination platform runs 3-5 months in phases, best started in the off-season.
Talk to our Navi Mumbai team about your events, venues and vendors. You get a clear plan, an honest view on ready-made tools, and a price.
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