Wedding Vendor Tracker
Keep every vendor in one list — contact, status, quote and deposit — and see your booked spend and balances at a glance.
How to use the Wedding Vendor Tracker
- Enter your wedding details in the wedding vendor tracker above — no sign-up needed.
- Adjust the inputs until the results match your plans.
- Copy, share on WhatsApp, or email yourself the results to keep them handy.
This free wedding vendor tracker works on phone and desktop, and your inputs stay in your browser.
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How to Organise Your Wedding Vendors in One List
Who to book first, what to track, and questions to ask before you sign
A wedding usually involves ten to fifteen vendors, each moving from research to quote to booked at a different pace. Keeping them in one list — with contact details, status, quote and deposit — makes it easy to compare offers, see what is still unbooked, and know exactly how much you have committed. Book the vendors with the fewest dates available first: venue, photographer and caterer.
Booking order for wedding vendors
| Vendor | Book around | Why this order | Ask before signing |
|---|---|---|---|
| Venue | 12–18 months out | Sets your date, capacity and often your caterer | What is included, curfew, noise limits, wet-weather plan. |
| Photographer | 10–12 months out | The best book up a year ahead | Hours included, second shooter, delivery time for photos. |
| Caterer | 10–12 months out | Often tied to the venue | Per-head price, tastings, staffing ratio, service charge. |
| Music | 8–10 months out | Popular bands and DJs book early | Set length, breaks, equipment, overtime rate. |
| Florist & decor | 6–9 months out | Needs your colour palette and venue | Set-up and breakdown times, reuse of ceremony flowers. |
| Hair & makeup | 4–6 months out | Needs a trial and your headcount | Trial cost, travel fee, timing per person. |
Frequently Asked Questions
How many vendors does a wedding need?
Commonly 10–15: venue, caterer, photographer, videographer, florist, music, officiant, hair and makeup, cake, transport, rentals and stationery, plus a planner if you use one.
Which wedding vendors should I book first?
Venue first, then photographer and caterer, because they have the fewest available dates and the rest of your plans depend on them.
How do I compare wedding vendor quotes?
Compare what is included rather than the headline price — hours, staff, travel, tax and service charges. Note these in each vendor’s notes field.
Can I share my vendor list with my partner?
The list is saved in your browser; export it as a CSV and share it, or open it in Google Sheets to collaborate.