Maintain a Vendor Contact List with Quotes and Notes
Between venues, caterers, florists, and photographers, most couples end up juggling quotes from 20-30 vendors before they book a single one. Without a single tracking system, details get lost in email threads and texts, and you end up paying more or double-booking a date.
Build One Master Spreadsheet
Set up a shared Google Sheet with a row per vendor and columns for category, contact name, phone/email, quoted price, what's included, deposit amount, deposit due date, and contract status. Add a column for the date you last talked to them. Share edit access with your partner or planner so updates happen in real time instead of getting buried in someone's inbox.
Log Every Verbal Promise
If a caterer says they'll throw in a cake-cutting fee waiver, or a DJ agrees to an extra hour at no charge, write it in the notes column the same day, with the date and who said it. Verbal add-ons are the most common source of disputes later, since they rarely make it into the final contract unless you specifically ask for them to be included in writing.
Compare Apples to Apples
Vendors quote differently, some include tax and gratuity, others don't, so add a normalized total column showing the true out-the-door price for each. Flag which quotes are still valid (many expire in 30-60 days) and set a follow-up reminder before that date so you don't lose a good rate.
Key Takeaways
- Use one shared spreadsheet, not scattered emails or notes apps, for every vendor conversation
- Record verbal promises and add-ons in writing with the date, before they're forgotten
- Track quote expiration dates and follow up before pricing changes
- Add a normalized total column to compare quotes that bundle costs differently
- Update contract and deposit status weekly so nothing slips through the cracks
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Source: www.theknot.com