Features built for stationers

Every detail.
One connected studio.

Keep the business behind the paper connected to the paper itself. VowProof brings proposals, contracts, proofs, approvals, guest lists, payments and client communication into one considered workflow.

Built inside a stationery studio. Used by designers, print shops and creative studios doing custom client work.

Start 30-day trial Compare the plans

Explore the complete feature catalog

Why VowProof

Common stationery workflow friction and the connected VowProof process
The friction	A clearer way with VowProof
The frictionFeedback spread across emails and messages.	A clearer wayComments beside the proof they belong to.
The frictionTrying to find the latest approved file.	A clearer wayVersion history and a locked approved proof.
The frictionGuest corrections in separate spreadsheets.	A clearer wayOne guest list clients can update and confirm.
The frictionRepeating the same follow-ups by hand.	A clearer wayProof and payment reminders on your timing.
The frictionSwitching between project and payment details.	A clearer wayProposals, invoices and work orders connected to the project.

Inquire
Capture the inquiry and keep the next conversation organized.
Book
Bring the proposal, contract and deposit into the project.
Design
Keep project answers and proof versions close to the work.
Approve
Collect feedback, confirm details and record the sign-off.
Produce
Move forward with the approved files and connected work order.

A sample journey. Set up the steps that fit your studio.

Custom CSS + client experience / Professional

Your brand. Your pages. Your CSS.

Bring your studio’s style into every client interaction. Use custom CSS to fine-tune typography, spacing, borders and buttons across supported client pages, from the proposal to the final approval.

Style proposals, questionnaires, documents and the client portal.
Use supported CSS selectors for control over the finer details.
Preview before going live.

No CSS experience? Make it yours.

The easy in-platform customization builder is another way to personalize proposals, questionnaires, documents and other client-facing elements. Choose your colors, fonts and layout without knowing CSS.

Advanced branding, the welcome page builder and optional custom CSS are Professional features.

Explore Professional See customization features

Custom CSS / Fine control

.vp-card { border: 1px solid #B79A74; }
.vp-action { background: #373838; }

Your style, down to the details.

Paper Studio Stationery

WelcomeProofsDocuments

Welcome, Emma & James.

Every detail, in one considered place.

Review your invitation

Another way / Easy customization builder

No CSS knowledge needed.

Colors

Typography

MADE Mirage

Montserrat

Custom CSS for finer control, with an easy in-platform builder as another way to customize.

Proofing + approvals

Every round.
One clear approval.

Send the proofs, collect feedback beside the design, and keep revisions connected to the piece they belong to. Your client reviews the checklist and signs the approval.

Pinpoint annotations for revisions.
Turn automatic fees for additional proof rounds on or off.
Multi-page proofs with required client checklists.
Signed approvals, locked files and version history.

Preview the proofing page Explore proofing and approvals

Paper Studio Stationery proofing example for Emma and James, with Emma Miller’s revision note pinned in gold directly to the invitation: Please change the ceremony time to 4:30 pm. The invitation and all six review questions appear side by side. — Proofing example: Paper Studio Stationery, Emma & James.

Guest lists + envelopes

From guest list to print-ready envelopes.

Style and manage envelopes directly within your workflow. Let clients review and correct their own guest details, then export a matching envelope PDF with a single click.

Mr. and Mrs. Christopher and Jennifer Davis

6107 Hill Street

Arlington, Georgia 99613

Mr. and Mrs. Christopher and Jennifer Davis (1 of 100)

Edit

100

Total Guests

100

With Addresses

Reviewed

Return Address

Return address

Return Address Image (optional)

Upload calligraphy or monogram

PNG, JPG, or WebP (max 2MB)

Name

Envelope Settings

Configure envelope size and formatting

Envelope Size

A7 (7.25” × 5.25”) – Standard invitation

Envelope color

#F3F2ED

Text color

#000000

Guest corrections stay connected to the envelope preview.

Share envelope preview with clients

Off by default. Turn this on to show addressing previews on public proof links and portal pages.

Save SettingsCopy Client Portal LinkDownload PDF

Import.

Bring in a CSV or Excel guest list. Map your columns and labels without rebuilding the list around someone else's spreadsheet.

Review.

Share supported front and back envelope previews in the portal. Clients correct their addresses and confirm the details.

Print.

Set name and address typography separately, add return-address artwork and download a print-ready PDF.

Preview guest lists and envelopes Explore addressing features

Paper Studio Stationery client portal for Emma and James, with one horizontal row of tabs, three summary cards and the priority checklist. — Branded portal example: Paper Studio Stationery, Emma & James.

Client experience + portal

One calm client portal.

From the first questionnaire to the final invoice, clients can find their project, respond to proofs, update the guest list, and see what is due next.

Proofs, questionnaires, files and signed documents.
Invoices, payments and guest-list corrections.
Priority checklists and pending tasks.
Centralized communication, shared resources and client inspiration.

Your own portal domain and advanced branding are available on Professional.

Preview the client portal Explore the portal features

Collaborator portal

Bring collaborators in.

Give a planner, parent or alternate contact a separate project login. Start with view-only access, or enable proof decisions and questionnaire submissions on the client's behalf.

View-only collaborator portal for Emma and James, with the project tabs in one row, proof and deadline counts, and project summary. — A separate login. Access you choose.

You choose permissions for each project.
Clients are notified when a collaborator acts for them.
Guest lists and mood boards stay read-only.
Financial details, payments and contract signing stay private.

Shared mood boards are a Professional feature.

Explore collaborator permissions

Timelines + task lists / Professional

One date. One clear plan.

Use configured templates to calculate design, approval and mailing deadlines. Keep studio responsibilities separate from client tasks, with invitations, save-the-dates and day-of work moving in their own work orders.

Design
Studio task
Start the invitations, menus and place cards from your configured schedule.
Approve
Client task
Make the proof approval deadline clear to Northwind Co.
Mail
Milestone
Keep the invitation mailing date in view.
Celebrate
Event date
Connect the plan to the launch on April 24.

An illustrative timeline for Northwind Co.’s spring launch event: invitations, menus and place cards. Event dates, product categories, print methods and rush thresholds shape the plan you configure.

Watch the workflow tutorial Explore work orders and timelines

Products, suite templates + mood boards

Start with the pieces and the vision.

Reuse the products, quantities and creative direction that shape your stationery projects.

Products with the paper details.

Product	Size	Print Method	Paper	Base Price	Status
4x6 Insert Card 4x6 Insert card with digital printing Flat CardsDefault Pricing	4x6 (4 × 6)	Digital	110lb Cotton	$2.00/ea	Active
5x7 Flat Invitation 5x7 Main invitation card with digital printing Flat CardsDefault Pricing	5x7 (5 × 7)	Digital	110lb Cotton	$5.00/ea	Active
Belly Band 2x11 Printed Belly Band AccessoriesDefault Pricing	2 inch Belly Band (11 × 2)	Digital	Blush	$1.00/ea	Active
Outer Envelope Outer Envelope – Euro Flap View: Closed Envelope EnvelopesDefault Pricing	A7 (5.25 × 7.25)	Digital	Blush	$2.00/ea	Active

Your products, organized in one place.

Suite templates

A suite you can reuse.

Group products, quantities and prices into a template for your proposals and work orders. Keep the pieces you sell ready for the next project.

Product timeline categories require Professional timeline tools.

Explore products and suite templates

Signature Suite

Our most popular package

Active

1× 5x7 Flat Invitation (per piece)

$500.00

1× 4x6 Insert Card (per piece)

$200.00

1× Outer Envelope (per piece)

$200.00

1× Belly Band (per piece)

$100.00

Suite Total (@ 100 qty)

$1,000.00

Edit

A reusable suite template.

Mood boards / Professional

A shared direction.

Bring images, colors, fonts and links into the project. Start from a reusable board and collect client comments.

Original flat hand-drawn wedding suite for Emma and James, with ivory paper, the supplied green Art Deco pattern, sage envelopes, a belly band and taupe ribbon in a new arrangement. — Pattern, paper and ribbon inspiration alongside VowProof’s palette, typography and feedback tools. Clients can react to individual elements and add comments to each section.

Supplied green and teal Art Deco flower wallpaper pattern. — Pattern, paper and ribbon inspiration alongside VowProof’s palette, typography and feedback tools. Clients can react to individual elements and add comments to each section.

Collaborators can view shared mood boards without editing them.

Compare the plans Explore mood boards

The everyday CRM tools

Run the business behind the paper.

Manage the booking, communication and money in the same system as the design work.

Leads + projects.

Capture inquiries, organize pipelines and keep clients, vendors and contacts searchable.

Explore leads and projects

Proposals + contracts.

Present packages and options, collect signatures and keep signed agreements with the job.

Explore proposals and pricing

Invoices + payments.

Schedule deposits and balances, record offline payments, and send receipts and reminders.

Explore payments and reporting

Email + scheduling.

Reuse messages, see email activity and share consultation booking links. Connected inbox: both plans.

Explore email and inbox tools

Forms + workflows.

Collect answers with branching questions, use templates and trigger repeatable studio steps. Unlimited custom workflows: Professional.

Explore workflow automation

Reports + integrations.

Track job costs, profit, tax and outstanding balances. Connect supported studio services.

Explore connected services

0% platform fee on client payments.

Stripe processing fees apply.

Watch the proposal tutorial Explore your connected tools

AI workflow builder / Professional

Describe your process. Build your workflow.

Tell VowProof what should happen and when. The AI assistant creates a draft you can refine, review and save. You stay in control of when it runs.

Available on Professional. The assistant only drafts; saved workflows stay switched off until you turn them on.

See the Workflow Clarity walkthrough Explore workflow automation

Draft a workflow

Describe what should happen and when. Nothing is saved until you choose to save it.

What should this workflow do?

When a couple signs their proposal, send my welcome email. Two days later, create a task to review their stationery details.

RefineStart over

VowProof doesn't keep a copy of your assistant conversations. If you ask for something the assistant can't build yet, that request is passed to the VowProof team. Your workflow content is never shared with other studios. The assistant only ever writes a draft — it never sends anything, and every workflow it saves stays switched off until you turn it on.

Welcome a booked couple

2 steps

2 steps need your input. You can save now and finish them in the builder.

Send email
Needs your pick
When: Proposal accepted (signed) · immediately
Send a warm welcome and explain what happens next.
Choose your welcome email template.
Create task
Needs your pick
When: Proposal accepted (signed) · 2 days after
Review the couple’s stationery details before starting design.
Add the task title in the workflow builder.

Save as workflow

The AI workflow assistant with an illustrative two-step draft.

Integrations

Works with the tools you already use.

Gmail, Microsoft 365, Google Calendar, Zapier, Shopify, WooCommerce, Etsy and Stripe connected to VowProof by gold lines.

See every integration

Complete feature index

Everything your studio can use.

Explore each category for the full list. Professional upgrades and add-ons are labeled in the detail.

Plan comparison chart

Proofs & approvalsReview every piece, track every round and save a signed approval.

Proof files & suites: Upload PDF or JPEG artwork and combine files into a multi-page proof. Keep invitations, RSVP cards, envelopes and other pieces identifiable.
Annotations & comments: Collect pinpoint annotations and comments beside the design, with project context and internal notes.
Round tracking: Set included proof rounds, track revisions and configure charges for extra rounds.
Versions & replacement: Keep version history and replace a sent PDF while retaining its proof configuration.
Approval checklists: Reuse custom checklists for names, dates, addresses and the details that matter to each piece.
Signatures & locking: Collect a client signature and save the approval record. Approved files lock, and older versions of that piece are hidden from the client.
Design options: Offer design alternatives for clients to choose at proof or individual-page level.
Piece details & questions: Keep specifications and related questions beside the artwork. Attach questionnaires to the proofing process.
Selection revisions: When enabled, clients can change supported selections after signing, with charges calculated for the changes.
Publishing & presentationPage design: Professional: Publish with or without an email. Professional page design tools let you add text, photos and buttons beside the proof.

Guest lists & envelopesCorrect guest details, preview addressing and export a matching PDF.

Spreadsheet import & export: Import and export CSV or Excel guest lists, map fields and organize households.
Custom columns: Choose, rename and reorder guest-list columns. Add up to three custom columns; templates and exports follow your configuration.
List checks & RSVP fields: Review duplicate guests, format addresses and track RSVP details.
Client corrections: Clients can update guest details in the portal. Address corrections flow into the envelope preview.
Envelope previews: Review recipients on supported outer and inner envelope layouts, including front and back views.
Address typography: Set name and address typography separately, with font, size and spacing controls.
Envelope size & return address: Choose an envelope size and position the return address at the front corner or back flap.
Custom return artwork: Upload a return-address design, calligraphy or monogram for the envelope layout.
Review, confirm & print: Share previews in the portal, collect address confirmation and download a print-ready envelope PDF.

Client portalGive clients one place to review, respond, sign and pay.

Easy client access: Clients sign in with an emailed login link or an email and PIN. No separate app is needed.
Project overview: Keep project progress, deadlines and the next step together, with configurable portal tabs.
Proofs, files & documents: Keep proofs, questionnaires, uploads, proposals and contracts with the project.
Payments & guest lists: Give clients access to invoices, payment history and guest-list editing in their portal.
Additional client contacts: Add authorized client login emails for partners or other people sharing the client’s access.
Your client experienceProfessional: Use your own portal domain, custom branding and welcome page. Remove VowProof branding from supported pages.

Collaborator accessSeparate logins with permissions you choose for each project.

Separate collaborator login: Give a planner, parent or venue contact access to shared project progress, proofs, guest lists and documents. Access is view-only by default.
Optional decision permissions: Enable a collaborator to submit questionnaires, approve proofs, request changes and choose design options on the client’s behalf. The client is notified of their decisions.
Financial boundaries: Financial information stays hidden. Collaborators cannot pay invoices, sign contracts or make price-changing selection revisions.
Read-only guest lists & inspirationMood boards: Professional: Collaborators can view guest lists and shared mood boards but cannot edit them.

Work orders & event timelinesTrack separate deliverables within one project.

Separate production orders: Manage invitations, save-the-dates and day-of pieces as separate work orders with their own stages.
One proposal, unified billing: Create multiple work orders from an accepted proposal while keeping unified client billing.
Event-date timelinesProfessional: Generate deadlines from configured templates and the event date. Product and print-method settings inform the schedule.
Studio & client tasksTimeline tools: Professional: Separate studio and client responsibilities, flag configured rush thresholds and use approval or mailing milestones in workflows.

Products & suite templatesBuild projects around the paper you actually sell.

Product catalog: Save piece prices, flat fees, sizes, paper stock, shapes, photos and income categories.
Suite & package templates: Reuse products, quantities and pricing structures in your proposals and work orders.
Product timeline categoriesTimelines: Professional: Associate products with timeline categories so production deadlines follow your configured schedule.
Reusable Library: Keep reusable images and PDFs for proposals, proofs, mood boards and client-facing pages.

Mood boardsBring the creative direction into the client project.

Shared inspirationProfessional: Collect images, colors, fonts and links. Clients can view and comment through the portal.
Reusable boardsProfessional: Save mood-board templates and use images from your Library. Collaborator access stays read-only.

Branding & page designShape the client experience around your studio.

Brand controlsProfessional: Set your logo, colors, supported custom fonts, corners, buttons and heading styles.
Own portal domainProfessional: Use your own portal web address and remove VowProof branding from supported pages.
Welcome page builderProfessional: Arrange text, photos, galleries, buttons and dividers. Preview desktop and phone layouts.
Proposal page layoutProfessional: Reorder proposal sections, hide supported blocks and add your own content. The signing section stays last.
Portal appearanceProfessional: Set desktop and mobile banners, a portal logo, section-header colors and your project-list heading.
Per-page stylingProfessional: Give supported client pages their own backgrounds, accents, spacing, corners and buttons.
Saved copies & previewsProfessional: Keep up to ten named layout versions and preview unpublished layouts on an actual proposal.
Optional custom CSSProfessional: Use documented CSS selectors and supported Library images to fine-tune your client pages.

Proposals & pricingSell the complete project with clear choices and quantities.

Interactive choices: Present packages, choose-one options and add-ons. Client choices update the visible total.
Photos & quantities: Include product photos, control image sizing and show per-line quantities. Clients can leave notes on individual lines.
Flexible pricing: Use design fees, per-piece rates, fixed-quantity price tables and package sections.
Display controls: Choose Detailed, Summary or Total-only pricing, with a studio default and a proposal-specific override.
Sign & start the project: Collect a signature, create the associated work orders and request the configured deposit.
Deposit choices: Set a deposit split, a pay-in-full option or no deposit. Use milestone or installment invoices.
Revisions & offline payments: Record offline payments and retain paid deposits through proposal revisions. Deposits count toward the remaining balance.
Payment receipts: Send an emailed receipt when a client pays on a proposal.
Reusable sales material: Use templates, folders, duplicates and revisions. Schedule delivery, add FAQs and print an Order Summary.
Studio editor layout: Arrange the internal proposal editor to suit your studio. The layout is shared across your studio team.

Contracts & documentsKeep signed agreements and project documents together.

Reusable contracts: Create contract templates with your terms and client details.
Proposal contracts: Attach a contract to a proposal for the client to review and sign.
Standalone agreements: Send a separate contract from the project when you need an additional agreement.
Signed records: Keep the signed agreement with the project for later reference and printing.

Invoices, payments & reportingCollect payments and understand the job margin.

Invoices & payment plans: Create invoices, schedule deposits and balances, and track what is paid or outstanding.
Online payments: Accept supported online payments through your connected payment account. VowProof charges no platform fee. Stripe processing fees apply.
Offline payments: Record payments received by check, bank transfer or another method.
Receipts & reminders: Send payment receipts and configured reminders for amounts still due.
Job costing: Track work-order costs and review revenue, profit and margin by project.
Financial reports: Review income, tax and outstanding balances, with export options for your records.

Leads, projects & CRMKeep inquiries and active client work organized.

Lead capture: Capture new inquiries through your public forms and booking pages.
Pipelines: Move leads and work orders through the stages you use in your studio.
Clients & contacts: Keep clients, vendors and project collaborators searchable.
Project context: Keep notes, files, communication and client work attached to the project.

Forms & questionnairesCollect the right information at the right stage.

Reusable questionnaires: Create reusable intake and project questionnaires with the fields your studio needs.
Branching questions: Show follow-up questions based on earlier answers.
Uploads & attachments: Include reference attachments and file-upload questions.
Public forms: Share or embed a form to collect inquiries and information.
Booking intake: Attach the right intake form to each consultation type.
Reopen a questionnaire: Let a client revise a submitted questionnaire while keeping their existing answers.

Email & inboxKeep communication connected to the work.

Templates & signatures: Reuse messages, merge client details and include your email signature.
Project messages: Send project emails and keep communication attached to the client work.
Connected inbox: Read and reply through a supported connected mailbox, with threads linked to projects.
Sending identity: Send through VowProof, or connect your business mailbox and send from your own address. Available on both plans.
Notifications: Receive updates for proof decisions, payments and form submissions according to your notification settings.

Calendar & consultationsMake booking and project dates easier to follow.

Consultation booking: Share a booking link so clients can choose an available appointment.
Availability: Set consultation types, durations and available hours.
Calendar connection: Connect a supported calendar to coordinate availability and booked appointments.
Meeting details: Keep booked meetings and their details with the client project.

Workflow automationTurn repeatable studio steps into a repeatable process.

Starter templates: Starter includes four starter workflow templates and two custom templates.
Custom workflow builderUnlimited: Professional: Build your own workflow templates on either plan. Starter includes two custom templates alongside its starter set; Professional includes all seven starter templates and unlimited custom ones.
AI workflow builderProfessional: Describe what should happen and when; the assistant drafts the steps, triggers and timing for you to refine, review and save. Saved workflows stay off until you turn them on.
Triggers & conditions: Start configured steps from project events or client answers.
Review before sending: Use review steps to check supported workflow messages before they go out.
Reminders: Configure proof reminders, payment follow-ups and overdue notices.

IntegrationsConnect the services your studio uses.

Email & calendar: Connect your inbox from Settings → Email and your calendar from Settings → Integrations. Connected inboxes are on both plans.
Online store connectionsProfessional add-on: Import supported store orders into projects, work orders and invoices. Your first store on each platform is free for 90 days; $10/month per store after that, and from day one for any later store on that platform.
Order automation: Use incoming-order webhook credentials with a supported automation service. Included on both plans.
Client payments: Connect your payment account to collect client payments. Stripe processing fees apply.

Teams, international use & getting startedSupport the people and details behind your studio.

Studio team: Starter includes two users; Professional includes up to four.
International addresses: Use supported international address formats in your guest lists and envelope layouts.
Client import: Import a client list with a review step and Undo. Historical invoices, payments, contracts and email history are not imported.
Guides & support: Use the quick-start guide, tutorials and Help Guide to set up at your own pace.
30-day free trial: Explore the selected plan during your trial. No subscription charge is collected during the trial; change plans or cancel before it ends.

Before you start

Questions stationers ask.

Does VowProof include the usual CRM tools?: Yes. Leads, proposals, contracts, invoices, payments, forms, scheduling, email, workflows and reports sit alongside the stationery tools.
Can clients and collaborators do the same things?: Clients can take the assigned client actions. Collaborators have separate, view-only access by default. You can enable proof decisions and questionnaire submissions for a collaborator on a project. Financial information, contract signing and payment controls remain unavailable to them.
Can I bring my clients from another system?: Import your client list with a review step and Undo. Historical invoices, payments, contracts and email history are not imported.
What happens after the trial?: You get full access for 30 days, and you can switch plans during the trial. A card is needed to start, but nothing is charged for 30 days. You can cancel anytime from your account settings.
I'm not a stationer. Is this for me?: If you send custom work to a client, collect feedback, need a clear approval and then send it to print, yes. Graphic designers, print shops and branding studios use the same proofing, approvals, proposals, invoicing and client portal. The guest list and envelope tools are there if you need them and stay out of the way if you don't.

Do you have more questions?See product updates and the roadmap

Bring it together

Features built for the real stationer.

See how proposals, proofs, approvals and guest lists fit together. Give your studio and your clients one clear way forward.