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How to Quote a 150-Guest Wedding Without a Template
Here's a walkthrough of how a wedding planner would quote a 150-guest wedding using QuotePilot — from first client message to signed deposit.
The Message
"Hi! We're planning a 150-guest wedding at the Garden Terrace in April. Looking for full planning, catering, open bar, live band, and florals. Could you send me a quote?"
The old way: say "I'll send something over tomorrow!" and spend 40 minutes the next morning assembling a quote from a Google Docs template. Updating the guest count. Recalculating catering. Checking whether the floral vendor raised prices. Exporting to PDF. Writing the email.
With QuotePilot, it looks like this:
The Draft
Type a description into the chat:
"150-guest wedding at the Garden Terrace. Full planning with rehearsal coordination and vendor management. Plated dinner with cocktail hour and premium open bar. Live band. Premium bridal bouquet."
In about 10 seconds, QuotePilot drafts a complete quote — venue, planning packages, catering at per-guest rates, bar, entertainment, florals — all pulled from saved rates:
Every number comes from saved rates. The plated dinner per-guest price ($85) is correct for the standard tier. The venue, planning, and entertainment rates all reflect current pricing. No stale numbers.
Two Adjustments
The draft is 95% right. Two quick changes — type them right in the chat:
"Remove the Rehearsal Coordination and increase prices by 10%"
QuotePilot applies both changes at once, recalculates all totals and tax, and shows exactly what changed — old prices with strikethrough next to new ones:
- Rehearsal Coordination removed. The client doesn't need a separate rehearsal session.
- All remaining line items increased by 10%. Seasonal pricing adjustment applied across the board.
Every change is visible. Nothing happens silently.
The Send
Set the deposit at 50%, add a personal note, and hit send.
Why This Worked
The key is that rates were already saved before this quote existed. A one-time setup — enter your services and prices — means every future quote drafts from current numbers instead of stale spreadsheets. And because every quote you send adds to your saved rate library, the drafts get more complete over time. Fewer gaps to fill, fewer manual lookups.
The client side matters too. No PDF to download, nothing to print, no separate invoice for the deposit. They reviewed, signed, and paid from one page on their phone.
What Your Client Sees
Once you hit send, the client gets a branded link — not a PDF attachment. Here's the actual client view:
They review, sign, and pay the deposit from this page. No printing, no scanning, no back-and-forth.
The Real Shift
Most planners evaluating tools look for the "best template." Better formatting, prettier PDFs, more customization. But the template was never the bottleneck — the assembly was. Finding the right prices, calculating totals, making sure nothing was stale.
The shift is going from "let me build this quote" to "let me describe this event and review what comes back."
Try It
QuotePilot has a free tier. Set up your rates, describe a real job you're quoting this week, and see what the draft looks like. If it's close to what you'd have written manually, you just found your extra hour.
Get started at quotepilot.tech — free, no credit card required.