Stop Chasing Vendors Over Email. Start Managing Every Wedding Detail in One Place.
Instaform gives wedding planners and venues the intake forms, vendor inquiry workflows, and guest RSVP tools they need to stay organized — with a built-in CRM so every couple and vendor becomes a contact, not a thread in your inbox.
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These are the form and data challenges your industry faces every day
Inquiry Emails With No Structure
Couples reach out through your website contact form with just a name and date, forcing you to send a follow-up questionnaire before you can even assess fit.
Vendor Proposals in Every Format
Vendors submit proposals as PDFs, Word docs, and plain emails with inconsistent information, making it impossible to compare options without building your own spreadsheet.
RSVP Tracking Nightmare
Guest RSVPs arrive by phone, text, and card in the mail — each one requiring a manual update to the master list, with meal choices scattered across three different places.
No Single Couple Record
A couple's preferences, budget notes, and vendor decisions live across email threads, notebooks, and shared drives with no single source of truth anyone can pull up in a meeting.
Planning Questionnaires Sent Too Late
Detailed planning questionnaires go out only once a deposit is collected, but the information in them should be shaping venue layouts and vendor briefings from day one.
Venue Inquiries With No Follow-Up System
Venue tour requests come in but there is no structured process to follow up, send a proposal, and move the couple through a booking pipeline before they book with a competitor.
A form builder and CRM built around the way your team actually works
Branded Inquiry Forms Couples Love
Replace the generic contact form with a beautiful, branded inquiry form that captures date, guest count, budget range, and style preferences before the first conversation.
Every Couple Becomes a CRM Contact
Each inquiry automatically creates a couple record in your CRM, complete with their responses, so your team has full context before picking up the phone.
Digital RSVP Forms That Actually Work
Send guests a mobile-friendly RSVP link that captures meal choices, dietary requirements, and plus-one details — all consolidated in one clean submission view.
Vendor Application Workflows
Create structured vendor inquiry forms for caterers, photographers, and florists so every application arrives with the same information and can be reviewed side by side.
Planning Questionnaire at the Right Moment
Set up automated questionnaires that go out at the ideal stage in the planning timeline, ensuring you capture seating arrangements, vow preferences, and timeline details before it is too late.
Booking Pipeline for Venues
Move couples from inquiry to tour to proposal to confirmed booking through a visual CRM pipeline — so you always know where each couple stands in the decision process.
Tools designed for your specific workflows
Conditional Logic
Show religious ceremony questions only when the couple selects a church venue, and reveal dietary fields only for guests who confirm attendance — keeping every form lean.
File Upload Fields
Accept vendor portfolios, inspiration mood boards, floor plans, and vendor insurance certificates directly inside your forms rather than hunting through email attachments.
E-Signature Support
Collect signatures on vendor agreements, venue booking confirmations, and planning contracts — legally binding and stored with the couple's record automatically.
Auto-Confirmation Emails
Couples and vendors receive a personalized confirmation the moment they submit a form, including your next-steps message and contact details.
Date Availability Capture
Build venue inquiry forms that capture preferred dates alongside alternative dates, so you can check availability and respond with a concrete proposal without a back-and-forth.
Submission Analytics
See which inquiry forms convert to bookings, where guests drop off during RSVP, and which vendor applications are most complete — so you can optimize every workflow.
Wedding planners spend an average of 6 hours per wedding managing intake emails and RSVP responses manually.
Planners who move intake and RSVPs to structured forms report reclaiming hours each week and reducing day-of surprises caused by missing guest information.
See how Instaform compares to Typeform, JotForm, and Google Forms
| Feature | Instaform | Typeform | JotForm | Google Forms |
|---|---|---|---|---|
| Starting price | Free forever | $25/mo | $34/mo | Free (limited) |
| Built-in CRM / contacts | Yes | No | No | No |
| Deal / pipeline tracking | Yes | No | No | No |
| Conditional logic | Yes | Yes (paid) | Yes (paid) | Limited |
| File upload fields | Yes | Yes (paid) | Yes | No |
| Team workspaces | Yes | Yes (paid) | Yes (paid) | Limited |
| Zapier / webhook integration | Yes | Yes | Yes | Sheets only |
Frequently Asked Questions
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How does Instaform compare to Typeform, JotForm, and Google Forms?+
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Make Every Wedding Detail Easier to Manage
Build inquiry forms, RSVP collectors, and vendor applications in minutes — free to start, no technical setup required.
- Free forever on Starter — no credit card needed
- Unlimited form submissions on paid plans
- CRM contacts and deal pipeline included
- Connect forms to your existing tools via Zapier
- Priority support on Pro and Business plans
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