Wedding Supplier and Contract Tracker

Who this is for

Every supplier on one sheet, with what is owed and when. A row each for venue, caterer, photographer and the rest: who to ring, whether the contract is signed, the deposit paid, the balance and its due date, and the days left before it falls.

Couples with more than a handful of suppliers, and the friend or planner keeping the contracts and payment dates straight in the months before the day.

What this helps you track

• Who each supplier is, what they are providing and how to reach them
• Which contracts are signed and which are still verbal
• What has been paid as a deposit and what balance remains, with its due date
• How many days until each balance is due, so nothing is paid late or forgotten
• Which suppliers have confirmed the final details for the day

How to use it

1. List every supplier with the service they are providing and the name and number of the person you deal with.
2. Tick contract signed only when a signed copy is in your hands. Keep the copies together — the note column can say where.
3. Enter the deposit paid and the balance still owed, and the date the balance is due from the contract.
4. The days-left column counts from today in the browser and the workbook; on paper, write it in when you check the sheet.
5. In the last weeks, ring each supplier to confirm arrival times, numbers and access, and tick final confirmed once you have.
6. Take the sheet — or the downloaded PDF — to the venue on the day, so whoever is coordinating has every number to hand.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Which suppliers should I use?

The sheet does not recommend any. It is a record of whoever you have chosen; the venue comparison sheet is the place to weigh candidates before deciding.

What does days left show when the date has passed?

A negative number, which is the point — a balance that is overdue stands out on the sheet. Once it is paid, write the balance as zero or note it paid and the figure no longer matters.

Do I need a contract with every supplier?

That is between you and them. What the sheet records is whether one exists and is signed, so that if there is a dispute you know at a glance which arrangements are on paper and which are not.

How does this fit with the wedding budget planner?

The budget planner is by cost line and compares budgeted with actual. This tracker is by supplier and is about contracts, contacts and payment dates. Many people keep both and copy the deposit and balance figures across.