Blog · Automation
A WhatsApp enquiry flow for wedding businesses
Wedding enquiries are long, slow and full of back-and-forth. “Rate?” comes first, and you can’t answer it without the date, the city, the guest count and the budget.
Who this is for
Wedding planners, decorators, photographers and videographers, caterers, DJs and tent houses. Anyone whose price depends on the date, the place and the size of the wedding, and who gets enquiries from families comparing five vendors at once.
The problem with “Rate?”
A family member sends “Wedding decoration rate?” at 10 pm. You reply in the morning: “Which date, which venue, how many guests?” They reply at lunch. By the time you send a figure, they have three quotes from people who answered first. The fix is to ask the questions straight away, automatically, and save the answers.
Step 1: Collect the details
In GetSetSales you build this with drag-and-drop blocks, no code. Start it on the first message from a new number, on a keyword like “wedding”, or on a message from your Click-to-WhatsApp ad. Then ask, one question at a time, with buttons and lists:
- Date: “What is the wedding date? (or month, if not fixed yet)”
- City: a list of the cities you work in, plus “Other”.
- Functions: a list such as Wedding only, Wedding and reception, All functions.
- Guest count: a list like Under 100, 100 to 300, 300 to 600, 600+.
- Budget: a list of ranges that fit your business.
Each answer is saved on the contact as a custom field. Branches let you treat answers differently: a city you don’t serve gets a polite note, a date you are already booked on goes to the owner to decide, and a good fit moves ahead.
Keep it to five questions. Families will answer five taps. Ten, they will stop.
Step 2: Send the portfolio
Right after the questions, send work that matches what they told you. If they picked all functions and 300 to 600 guests, show large sangeet and wedding setups, not a 50-guest haldi.
Inside the 24-hour window you can send photos and a short video in the reply. To reach families later, use a carousel template: 2 to 10 cards, each an image with a short line, like “Mandap, Udaipur, 400 guests”. A portfolio carousel is a Marketing template. Only show weddings you did, and only with the couple’s permission.
Step 3: Hand over to a person
A wedding is not sold by a bot. After the portfolio, the automation hands the chat to a person and tags it, for example “wedding-dec-2026” and the city. In the shared team inbox:
- The chat is assigned to the planner or sales person for that city.
- They see all five answers on the contact before they type a word.
- Private notes and @mentions bring in the owner or the chef (“@Raj can we do live counters for 500?”) without the family seeing it.
Move the contact through the sales pipeline as it progresses: New, Interested, Qualified, Won. On a busy wedding season you can see at a glance how many families are waiting for a quote.
Step 4: Follow up on the quote
Most quotes don’t get a no. They get silence, because the family is still discussing. A gentle follow-up drip helps. In GetSetSales a drip is a series of messages over days that stops the moment the person replies, with working hours and a weekly limit.
Day 2
“Hi {{1}}, did you get a chance to look at the quote for {{2}}’s wedding on {{3}}? Happy to change anything. Just reply here.”
Day 5
“Hello {{1}}, a quick note that {{2}} is a busy date for us. If you’d like us to hold it, reply here and we’ll share the next steps.”
Day 10
“Hi {{1}}, we won’t keep messaging about the quote. Whenever your family is ready, reply here and we’ll pick it up from where we left off.”
Once 24 hours have passed since the family last wrote, a follow-up that asks them to go ahead with a booking is usually a Marketing template. Only say a date is busy if it really is.
Step 5: Take the advance
When the family says yes, send a Razorpay or PayU payment link in the chat for the advance. They pay by UPI or card. When the payment comes in:
- An automation sends the confirmation and receipt on WhatsApp.
- The booking is added as a row in Google Sheets, with the date, city and amount.
- The contact moves to Won in the pipeline automatically.
A confirmation template (Utility, since it is about their booking):
“Thank you, {{1}}! We’ve received ₹{{2}} as advance for {{3}} on {{4}}. Your date is confirmed. The balance of ₹{{5}} is due on {{6}}. We’ll be in touch soon.”
Where the enquiries come from
Click-to-WhatsApp ads are a good fit for wedding businesses: the ad opens a chat, and the flow above starts on its own. See Click-to-WhatsApp ads. A WhatsApp link on your website and a QR code at wedding expos work too; make one with the free link and QR generator.
What it costs
With us, each conversation is ₹0.15 and replies in it are free; each automation run is ₹0.15. 150 enquiries in a month, each running through the flow, is ₹22.50 for conversations and ₹22.50 for runs, ₹45 in all. Meta bills its own template charges directly. Your first 100 messages, chats and runs are free. See the page for wedding and events businesses.
Related: bridal season bookings on WhatsApp and how to set up a WhatsApp auto reply. Venues and banquet halls can also see the page for hotels and banquet halls.
Common questions
What should a wedding enquiry form on WhatsApp ask?
The date, the city or venue, the functions, the guest count and the budget range. Those five decide your price, and families can answer them in a few taps.
How do I follow up on a wedding quote without being pushy?
Two or three short messages over about ten days, each giving the family an easy way to reply, and stop as soon as they answer.
Can I take the wedding advance on WhatsApp?
Yes. Send a Razorpay or PayU payment link in the chat. An automation can send the receipt and log the booking in Google Sheets.