Compare vendors, track contracts, payments, and follow-ups, and keep every important detail organized in one calm workspace.
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View and manage every vendor in your wedding plan.
| Category | Vendor / Contact | Status | Quote | Paid | Balance | Contract | Use | Actions |
|---|
Review price, package, availability, contract stage, and decision notes side by side.
This free Wedding Vendor Tracker keeps vendor research, quotes, booking status, payments, contracts, follow-ups, and contact details together in one place. Add each company or professional you are considering, choose the correct category, and update the record as you move from research to comparison and booking.
The Wedding Budget provides optional context for your full celebration. The Vendor Budget is the amount you plan to reserve for vendors. Booked Vendor Total shows the combined total cost entered for vendors marked Booked, while Paid to Vendors shows how much of that committed amount you have already paid.
Your vendor list depends on your venue, location, guest count, wedding style and the services already included in your packages. Common categories include a venue, planner or coordinator, officiant, photographer, videographer, caterer, bar service, cake or bakery, florist, DJ or live music, hair and makeup, attire, rentals, decor, lighting and transportation.
The tracker also includes practical services that are easy to overlook, such as childcare, pet attendants, security, event staff, setup and cleanup, hotel accommodations, shuttles, wedding insurance and honeymoon or travel planning. Use only the categories that apply to your wedding.
There is no single booking schedule that works for every wedding. Vendors with limited date availability or a major effect on later decisions usually deserve attention first. Your venue, planner, photographer, caterer and entertainment may become priorities, but the right order depends on your date, location and what is already included.
If you are planning on a shorter timeline, focus on real availability rather than a generic deadline. Research the category, contact available professionals and compare the options that can still serve your wedding date.
Compare more than the price. Review what each quote includes, the scope of service, hours, travel or additional fees, availability, communication, and contract status. Two vendors with similar prices can offer very different packages.
Add multiple candidates in the same category and use Compare Vendors for a side-by-side view of their package, availability, quote, payment position, contract stage, and decision notes. This keeps the details that matter connected to the correct company or professional.
For each vendor, enter the total cost and the amount already paid. The tracker calculates the remaining balance automatically. If another installment is scheduled, add both its amount and due date so the Payments Overview can surface the next deadline.
Vendor Budget Committed compares the total costs of vendors marked Booked with your optional Vendor Budget. For example, if your Vendor Budget is $20,000 and your booked vendors total $15,000, the progress bar shows 75% committed—even if only part of that amount has been paid. This gives you a more accurate view of the money already promised.
Use Contract Status and Contract Date as quick planning reminders. These fields help you see which agreements are not requested, received or signed without searching through every email or file.
As the wedding gets closer, keep each booked vendor record current with the primary contact, phone number, website, remaining balance, next payment, and short operational notes. Notes can hold details such as arrival or setup time, pickup instructions, parking information, vendor meals, or a day-of contact.
Use the search, category, status, and contract filters to find a vendor quickly. Vendors you decide not to use can be dimmed with the eye control so they remain available for reference without being included in active totals.
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