Results Summary
| Before | After | Business Impact |
|---|---|---|
| Weddings organized in printed folders | One centralized digital workspace | Team-wide access instead of information living with one person |
| Couples calling or texting with questions | Couples log in to see invoices, contracts & design details | Fewer calls and texts; more client peace of mind |
| Guest lists and seating built by hand | Seating assignment tool | Couples' own seating time cut in half |
| Owner as single point of contact for the team | Shared visibility across the whole team | Owner can take time off with confidence |
The challenge: outgrowing paper folders
Billy Rae Silva owns DaSilva's Event Design, a wedding planning business in Pensacola, Florida. Before Folia, she ran her business the way she describes herself: "a paper and note-taking person." Nearly every wedding was organized in physical folders with printed papers, with Honeybook handling contracts and invoices separately.
That system worked at a smaller scale, but as the business grew quickly, it created a real bottleneck: information lived in folders and in Billy Rae's head, rather than somewhere her whole team could access.
“I am a paper and note-taking person, so almost all of my weddings were organized in folders with printed papers. We are growing rapidly, and I needed one place to organize invoices, contracts, notes, and seating charts, so everyone on my team has access.”
By the numbers
| Customer role | Owner, DaSilva's Event Design |
| Old workflow | Printed folders per wedding; Honeybook for contracts and invoices |
| Buying trigger | Rapid business growth outpaced a single-person, paper-based system |
| How she found Folia | An Instagram post that stuck with her for weeks before trying it |
Why DaSilva's Event Design chose Folia
Billy Rae first came across Folia through an Instagram post, and instead of trying it immediately, she let the idea sit for weeks before finally signing up. What ultimately drove the switch was simple: a single place for invoices, contracts, notes, and seating that her whole team could reach, not just her.
“I saw an Instagram post or ad about Folia and it stayed with me for weeks before I decided to try it out. So glad I did!”
The features that made the difference
Invoices, budgeting, and seating in one place
No longer split across paper and a separate contracts tool.
“My favorite feature has to be the organizing of invoices and budgeting, but I also love the layout and how you can assign guests to tables.”
A client portal that cuts down calls and texts
Giving couples direct access to invoices, contracts, and design details.
“If clients have invoice, contract, or design questions, they can log in and see everything. It has absolutely lowered the amount of calls and texts I receive, and it gives clients peace of mind having everything in one place.”
One system a whole team can run on
Centralizing everything changed how Billy Rae's team operates without her
“Getting everything in one place for all team members to see was difficult, but now I can confidently take time off if needed, because my team can easily find all the information for each wedding.”
The outcome: what's better now
| Outcome Type | Verified Result |
|---|---|
| Client experience | Couples' own seating assignment time cut in half |
| Client communication | Fewer calls and texts from couples with routine questions |
| Team operations | Owner can take time off with confidence, knowing the team has full access |
| Organization | Replaced printed folders with one searchable, shared system |
“Couples love that they have a place to put together their guest list, and the seating assignments section has cut their time down in half. They love it!”
What other wedding planners can learn
| Evaluation Question | Evidence From This Case |
|---|---|
| Can a growing team operate without one bottleneck person? | Centralizing information let the owner step away with confidence her team could still find what they need. |
| Does it reduce client-facing back-and-forth? | A client portal for invoices, contracts, and design details reduced routine calls and texts. |
| Does it speed up guest and seating management? | Couples' own seating assignment time was cut in half. |
| Can it replace a mix of paper and separate tools? | Replaced printed folders and a separate contracts/invoicing tool with one system. |
Frequently asked questions
Why did DaSilva's Event Design move away from paper folders?
As the business grew rapidly, Billy Rae Silva needed one shared place for invoices, contracts, notes, and seating charts that her whole team could access, rather than printed papers organized in individual folders.
Which Folia feature does Billy Rae Silva use most?
Invoice and budget organization, alongside the seating chart layout that lets her assign guests to tables.
How does Folia reduce calls and texts from couples?
Couples can log into their own portal to see invoices, contracts, and design details directly, rather than calling or texting their planner with questions.
How does Folia help a growing wedding planning team?
With everything centralized in one system, team members can find the information they need for any wedding without relying on one person.
How has Folia's seating tool affected couples directly?
The seating assignments section has cut couples' own guest list and seating time in half, according to Billy Rae.
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