Free Wedding Vendor Tracker Template
If you're planning a wedding, you're already juggling six or eight vendor contracts, each with its own deposit, balance, and due date. This is a free spreadsheet template that keeps all of it in one place. No email required, no account, no catch. Download it and use it today.
Prefer Google Sheets? Open Google Sheets, go to File > Import > Upload, choose the file you just downloaded, and select "Replace spreadsheet" (or "Insert new sheet(s)" if you want to add it to an existing file). It'll convert automatically and you can edit it right there.
What the template tracks
One row per vendor, with columns for:
- Vendor name and category (venue, caterer, photographer, florist, etc.)
- Contact info (name, phone, email, so you're not digging through your inbox before a call)
- Contract total: the full amount you agreed to
- Deposit paid: what you put down to book them
- Payment schedule: due dates for the remaining installments most vendors require
- Balance remaining: auto-calculated from what you've entered
- Status: booked, deposit paid, paid in full, contract pending, so you can see at a glance where each vendor stands
It's built to answer the question every couple asks themselves at some point: wait, how much do we actually still owe, and to whom, and by when?
How to use it
- List every vendor you're working with or considering, even ones you haven't booked yet. It's easier to compare quotes side by side than to keep them in separate email threads.
- Enter the contract total and deposit as soon as you sign. Most vendors require a deposit to hold your date; log it immediately so it doesn't get lost.
- Fill in the payment schedule from your contract. Vendors typically split payments into two or three installments tied to specific dates before the wedding, not evenly spaced ones, so copy the actual dates rather than guessing.
- Check the balance and status columns before any call with a vendor. You'll never be caught off guard by "we still need the rest of the florals payment by Friday."
- Update it as you go. A tracker is only useful if it reflects reality, so five minutes after every vendor call or payment keeps it accurate.
The manual version, and the automatic version
This spreadsheet is genuinely yours to keep, free, no strings. It's also the manual version of something ToBeWed does automatically. Upload your vendor contracts and ToBeWed reads them, builds this same roster, and keeps the totals, deposits, and balances current as you go, alongside your guest list, your budget, and your seating chart, all in one calm, ad-free place. If you'd rather not maintain a spreadsheet by hand, that's what it's there for. See how ToBeWed works. Free to start, no credit card. There's also a matching free guest list and RSVP tracker template.
FAQ
What's the difference between a wedding budget tracker and a vendor tracker?
A budget tracker organizes your spending by category (venue, catering, attire, and so on) against a total you've set. A vendor tracker organizes your spending by who you're paying: each vendor's contract total, deposit, payment schedule, and balance. Most couples end up wanting both. This template is the vendor-side one.
Do I need to give my email to download this?
No. There's no signup, no email gate, no account. Click the download link and it's yours.
Can I use this template if I'm using The Knot or Zola for my wedding website?
Yes. This tracker doesn't touch your guest-facing website or RSVPs at all; it's just a private spreadsheet for tracking what you owe vendors and when. It works alongside whatever else you're using.
Does this template work in both Excel and Google Sheets?
Yes. It downloads as an .xlsx file, which opens natively in Excel. To use it in Google Sheets, use File > Import > Upload and choose the downloaded file.
How many vendors should I expect to track?
Most weddings involve somewhere around eight to twelve paid vendors (venue, catering, photo, video, florals, music, hair and makeup, transportation, and so on), though it varies a lot by wedding size and how much is bundled through a venue package.