Wedding Planners

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Inbox

From: Priya & James Whitfield

Subject: Tuscany wedding — September 2027, 120 guests

Date: Today, 9:14 AM

"Hi, we're planning a destination wedding in Tuscany for ~120 guests, last two weeks of September. Looking for a villa venue with on-site accommodation + full planning. Budget €90–130k. Can you share options and availability?"
Priya Whitfield · WhatsApp

Hi! My mum is asking if the venue can do a traditional Hindu ceremony the day before. Also — 8 guests are vegetarian, 3 halal, 1 severe nut allergy.

Extracted by ReplyArk
68%

Whitfield · Villa Cetinale wedding

7 emails· 5 WA

Venue

Villa Cetinale · Tuscany

Date

20–21 Sep 2027 (2 days)

Guests

120 (8 veg, 3 halal, 1 nut allergy)

Budget

€90–130k (venue + full planning)

Still missing: Final headcount · Vendor shortlists · Accommodation block

Connects via Gmail OAuth| IMAP(Outlook, Thunderbird, Apple Mail, and more)

What's happening across email AND WhatsApp?

Every thread, every channel. One live wedding state.

Bride emails about venues. Mother WhatsApps about accommodation. Groom emails the budget question. Vendor sends the tasting menu. One wedding, four inboxes.

ReplyArk merges every channel into one wedding state — date, guests, venue, vendors, dietary, what's missing.

  1. Priya Whitfield6 weeks ago

    Tuscany Sep 2027, 120 guests, villa venue + full planning, €90–130k.

  2. W
    Priya Whitfield5 weeks ago

    Mum asking about Hindu ceremony setup + dietary (8 veg, 3 halal, 1 nut allergy).

  3. Your planner4 weeks ago

    Villa Cetinale proposal + Borgo Santo Pietro overflow block + catering options.

  4. W
    Priya Whitfield3 days ago

    We'd love to visit the venue in May. James's parents want a cost breakdown.

Merged into one wedding

Villa Cetinale · Tuscany20–21 Sep 2027120 guests€110k venue + planning

Your team's emails, together

No matter which planner writes, the intel is one.

Every reply from every planner across email and WhatsApp feeds the same wedding intel. No one owns the picture. No handoff loses context. When one planner's out, the others already know.

Deal · shared across team

Whitfield · Villa Cetinale wedding

120 guests · Sep 2027 · Hindu + Western ceremonies · €110k

Everyone contributing to this deal

  • Sofia F.

    Sent venue proposal + accommodation block· 4 weeks ago

  • Emma K.

    Confirmed ceremony layout with villa team· 1 week ago

  • Luca T.

    Shared catering halal + nut-allergy options· 2 days ago

One compiled deal intel

Venue

Villa Cetinale · Tuscany

Date

20–21 Sep 2027 (2 days)

Guests

120 (8 veg, 3 halal, 1 nut allergy)

Budget

€110k agreed

7 emails5 WhatsAppAll feeding one deal state

And — when you're ready to reply

Drafts grounded in everything ReplyArk just extracted.

Once the intelligence is compiled, the reply practically writes itself. Grounded in your venue portfolio, vendor rates, past weddings, dietary notes, your voice — not the internet.

A new planner's reply to a nervous bride reads as warmly as your veteran's. If the reply is right, it's because the intelligence was right first. Replies are the proof, not the point.

Generic AI

hallucinated

“Hi Priya & James, congratulations on your engagement! We offer beautiful destination wedding packages starting from €50,000 for up to 100 guests. Please share your vision and we'll create a bespoke proposal...”

  • Invented price — not from your rate sheet
  • Ignores their 120 guests and Hindu ceremony
  • No answer on dietary or accommodation

ReplyArk

grounded

“Dear Priya and James, for late September with 120 guests, Villa Cetinale (sleeps 40, Borgo Santo Pietro overflow at €195/night) accommodates both Hindu and Western ceremonies. Full planning from €28k. Vegetarian, halal, and nut-allergy all standard with our catering partner. Venue visit slots open May...”

Grounded in

Venue portfolioPast weddingsEmail history
  • Venue + accommodation pricing correct
  • Answers the Hindu ceremony question
  • Dietary needs addressed by name

Who are the Chens again?

Every couple. Every preference. Every past wedding. Remembered.

The family who loved the sunset ceremony. The mother who always adds vegan plates. The couple whose referrals have booked three weddings. Captured from real messages. Automatically.

When past couples send a referral, your team already knows what worked.

Client Profile

Chen Family · Referral source

Weddings hosted

2 (daughter + son)

Referrals sent

3

Lifetime referral value

€240k

Relationship

Warm

Past weddings: Daughter 2024 (Villa Cetinale, 90g) · Son 2026 (Château Provence, 140g)

Preferences: Outdoor ceremony · live string quartet · Asian fusion menu

Dietary notes: 6 vegetarian · 2 gluten-free · 1 shellfish allergy

Last contact: Email · 8 days ago · 'sending a colleague'

What went silent this week?

Every silent couple is a venue held for someone else.

Venue holds lapse in 7–14 days. Tasting slots fill 3 months out. Caterers need final headcount 6 weeks before. ReplyArk surfaces every couple going cold — with a draft ready to send.

Follow-ups
Overdue2

Whitfield · venue visit

No date confirmed · wedding in 11mo

Approve

Kapoor · Château Provence

Venue hold expires in 48h

Approve
Today3

Okafor · final headcount

Caterer needs number in 6 weeks

Approve

Davis · florist shortlist

Approve before next vendor call

Approve

Park · deposit balance

50% due Friday per contract

Approve
Tomorrow1

Rossi · welcome dinner menu

Chef needs sign-off this week

Approve

Which venues actually convert?

Know which venues close, which seasons book, which planner carries the referrals.

Top-converting venues. Booking curves by season. Referral vs Instagram vs direct ROI. Planner-to-planner conversion comparison.

Business Insights · Last 90 days

Top venues

deals

  • Villa Cetinale
    12+20%
  • Château Provence
    9
  • Villa Amalfi
    7
  • Hacienda Mallorca
    5
  • Mykonos Estate
    3

Funnel conversion

this month

Enquiry100
Proposal + venue visit44
Contract signed26
Wedding delivered20

Lead sources

share

  • Referrals48%
  • Instagram22%
  • Direct18%
  • Venue partners12%

Stalled deals

needs attention

3 couples stalled > 14 days

  • Whitfield · venue visit18d
  • Kapoor · Château Provence22d
  • Davis · florist approval16d

How much setup?

Five minutes. No migration. No setup call.

Connect Gmail or IMAP in one click. ReplyArk reads your recent couple enquiries and extracts the wedding intel — on your real bookings.

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Ingestion via Meta's official Cloud API. Message bodies are processed in memory and never stored.

Connects via Gmail OAuth or IMAP (Outlook, Thunderbird, Apple Mail, and more).

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