Adding and Tracking Expenses
Keep every wedding expense organized and accounted for.
Managing Your Wedding Expenses
Track every expense from first quote to final payment. Here's how to stay organized.
Adding a New Expense
- Go to Dashboard > Budget
- Select your scenario
- Click + Add Item
- Fill in the details:
- Item name: "Main Photographer"
- Category: Photography
- Vendor: (optional) Link to saved vendor
- Quoted Cost: Amount from vendor quote
- Final Cost: (add later when confirmed)
- Notes: Contract details, payment terms, etc.
Expense Statuses
Track where each item stands:
Researching
- Still gathering quotes
- No commitment made
- May change or be removed
Quoted
- Received a quote from vendor
- Considering this option
- Not yet confirmed
Confirmed/Booked
- Contract signed
- Vendor is locked in
- Counts toward your confirmed spend
Deposit Paid
- First payment made
- Partially paid
- Balance still due
Fully Paid
- All payments complete
- Nothing more owed
- Item is done!
Quoted vs Final Cost
Quoted Cost: The initial estimate or quote you received. Use this while shopping around.
Final Cost: The actual contracted amount after negotiations. This is what you'll really pay.
Why track both?
- See how actual costs compare to estimates
- Track if you're negotiating good deals
- Budget adjusts automatically when final costs are set
Updating Expenses
As things change:
- Click the expense item
- Update the relevant field:
- Change status when you book
- Add final cost when contract is signed
- Record payment dates
- Add notes about changes
- Changes save automatically
Recording Payments
When you make a payment:
- Open the expense item
- Click Record Payment
- Enter:
- Amount paid
- Payment date
- Payment method
- Notes (check number, receipt, etc.)
- Status updates automatically
Your dashboard shows:
- How much you've paid overall
- Balance remaining on each item
- Upcoming payment due dates
Expense Categories
Expenses auto-categorize, but you can change:
- Venue
- Catering
- Photography
- Videography
- Florist
- Music/DJ
- Music/Band
- Officiant
- Cake/Dessert
- Hair/Makeup
- Attire
- Invitations
- Transportation
- Accommodations
- Rentals
- Decor
- Favors
- Rings
- Honeymoon
- Other
Tips for Tracking
Add items immediately
Enter expenses as soon as you get a quote. Don't wait — you'll forget details.
Use notes liberally
Record contract terms, vendor contact info, and any promises made verbally.
Review weekly
Set a weekly reminder to review your budget. Catch issues early.
Keep receipts
Upload photos of receipts or link to digital confirmations in your notes.
Pro Tip: When a vendor quotes you, add it immediately even if you're not sure you'll book them. It helps you compare options and remember all the quotes you've received.