Wedding vendor payment tracker
A wedding vendor payment tracker is a free tool for logging each vendor’s contract status, deposits, installments, and final balances with due dates — then seeing what’s overdue, paid, and still owed. Use it below: one calendar for every agreement, with CSV export and share links, and nothing leaves your browser.
100% free · No signup, no email · Nothing leaves your browser
Event details (optional)
Shows on the printed dashboard and in the text summary you copy for your planner.
Vendors & contracts
Log each agreement’s payment schedule. Optional account passwords stop unauthorized changes.
Payment schedule
Payment dashboard and calendar
Vendor payment dashboard
0 named vendors · 0 signed
Remaining $0 $0 paid of $0
Add vendors and payment due dates — the calendar and totals appear here.
Everything stays in your browser — nothing is uploaded, no signup, no email.
How to track wedding vendor contracts and payments
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Add every booked vendor
List each vendor with a category, contact details, and contract status (Inquiry, Booked, Signed, or Cancelled). Optional: store the phone password you set on their account so relatives cannot change or cancel plans.
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Enter the payment schedule from the contract
Add each deposit, installment, and final balance with the amount and due date exactly as written in the agreement. Mark a line Paid when the money has left your account.
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Check the payment calendar
The dashboard sorts payments into Overdue, Due soon (next 7 days), Upcoming, and Paid. Totals show contracted, paid, and remaining so you know what is still owed before the wedding.
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Export or share with your partner
Download a CSV, print the dashboard, copy a text summary for your planner, or send one share link that opens the identical vendor list and payment calendar — no signup required.
How couples usually stay ahead of vendor payments
The typical wedding vendor roster spans venue, photographer, florist, catering, music, and more — and each contract usually has its own deposit and final-balance dates. Couples who only keep invoices in email routinely discover an overdue florist deposit or a final venue balance the week of the wedding. A practical system is one list of vendors, one payment line per due date, and a clear Paid / Unpaid mark after every transfer.
| Payment type | Usual timing | What to log |
|---|---|---|
| Deposit | At booking (often 12–18 months out for venues) | Amount + due date + Paid when sent |
| Installment | Mid-timeline (common for venues / planners) | Label it clearly in the schedule |
| Final balance | Usually 2–8 weeks before the wedding | Confirm against the signed total |
| Day-of / tips | Week of, or envelopes on the day | Optional extra lines if you want them tracked |
- Follow the contract dates — the table above is the usual pattern, not a substitute for your signed schedule.
- Ask for itemized receipts — when a bill is unclear, itemization prevents “was this already paid?” fights.
- Set a vendor phone password — a shared account password stops unauthorized changes or cancellations.
A practical rhythm: the day you sign, enter the full payment schedule; the day you pay, mark the line Paid; once a week, open the Overdue and Due soon filters. Keep signed PDFs in your own email or drive — this tool stays browser-only on purpose. If you’re also locking catering headcount, the free RSVP & headcount tracker covers that next, and the budget & expense splitter handles wedding-party cost splits.
Frequently asked questions
A wedding vendor payment tracker is a free tool where couples log each vendor’s contract status, contact details, deposits, installments, and final balances with due dates, then see a payment calendar of what is overdue, due soon, paid, and still owed. It replaces scattered email invoices and spreadsheet guesswork with one browser-side dashboard you can export or share.
Add each vendor, then enter every payment line from the contract — usually a deposit when you book and a final balance closer to the wedding date. Set the due date and amount for each line, and mark it Paid when you send the money. The tracker recalculates contracted, paid, and remaining totals immediately.
Most venues and photographers take a deposit at booking (often months ahead) and the final balance about 2–8 weeks before the wedding; catering finals often land after the headcount lock. Treat those windows as the usual pattern — always follow the dates in your signed contract, and log them here so nothing slips.
Yes when a bill is unclear or someone else paid part of a fee. An itemized receipt shows what a deposit or balance actually covers and prevents “I thought this was already paid” disputes. Note the receipt request in the vendor’s notes field and keep the payment line unpaid until the numbers match.
Many couples ask every vendor to put a phone password on the account so only people who know it can change dates, guest counts, or cancel. It is a common safeguard when a relative might call vendors without permission. Store that password in this tracker’s optional field — it stays in your browser, not on our servers.
Any unpaid line with a due date before today appears as Overdue at the top of the payment calendar. Due soon covers unpaid lines in the next seven days. Filter the list to Overdue or Unpaid when you are catching up before a big planning weekend.
Yes. This tracker stores contract status, payment terms as line items, contacts, and notes — not file uploads — so everything can stay in your browser. Keep signed PDFs in your own email or drive; use the notes field for cancellation clauses or delivery timelines you need at a glance.
Yes — completely free, with no signup, no email address, and no paywall on any feature including CSV export, printing, and share links. It’s a free tool from Wedding Arrivals, a wedding photo-collection service.
Both. Your list saves automatically in your browser, so you can come back to it. “Copy share link” packs every vendor and payment into a link — send it to your partner or planner and they open the same calendar and totals. You can also download a CSV or print a clean payment summary.
No. Everything runs in your browser — vendor names, amounts, due dates, and account passwords are never uploaded to a server. Saved lists live in your own browser storage, and a share link carries the data inside the link itself, readable only by people you send it to.
Vendors paid? Don't lose the photos.
Your guests will take 300–600 photos at the wedding — and without a plan, they stay scattered across everyone's phones. Wedding Arrivals collects them all with one QR code: guests scan and upload from the browser, no app, no account, and you keep every original.