Managing Vendor Quotes

Organizing Vendor Quotes and Comparisons

Comparing vendor quotes can be overwhelming. Here's how to stay organized and make confident decisions.

Adding Vendor Quotes

When you receive a quote:

1. Go to Dashboard > Vendors
2. Click + Add Vendor
3. Enter vendor details:

- Business name

- Category (photographer, florist, etc.)

- Contact person

- Phone and email

- Website

1. Add the quote:

- Quoted amount

- What's included

- Quote expiration date

- Notes about the package

Comparing Multiple Vendors

For the same category (e.g., photographers):

1. Add all vendors you're considering
2. View them side-by-side in the Vendors page
3. Compare:

- Price

- What's included

- Experience and reviews

- Your notes from consultations

What to Track in Notes

For each vendor, record:

Package Details

• Hours of coverage
• Number of photos/minutes of video
• Edited vs. raw files
• Albums or prints included

Contract Terms

• Deposit amount and due date
• Payment schedule
• Cancellation policy
• Insurance and backup plans

Communication

• Date of last contact
• Response time
• Professionalism
• Your overall impression

Moving from Quote to Booked

When you decide on a vendor:

1. Open their vendor profile
2. Change status to Booked
3. Add to your budget scenario:

- Click Add to Budget

- Enter the contracted amount

- Set the category

1. Record deposit payment when made

Tracking Payment Schedules

Many vendors have payment milestones:

Example Photographer:

• Booking: $500 deposit
• 6 months before: $1,500
• Wedding week: $1,000 final payment

Record each payment in the budget item to see:

• Total paid vs. total due
• Upcoming payment dates
• Payment history

Vendor Communication Log

Keep track of all interactions:

1. Open the vendor profile
2. Click Add Note
3. Log the communication:

- Date and method (call, email, meeting)

- What was discussed

- Any changes or promises

- Follow-up needed

This creates a timeline of all vendor interactions — invaluable if disputes arise.

Declined Quotes

For vendors you didn't choose:

1. Change status to Not Selected
2. Add a note about why
3. Keep the record for reference

Why keep declined quotes?

• If your chosen vendor cancels, you have backups
• Reference for future events
• Helps friends planning their weddings

Getting Better Quotes

Tips for negotiating:

• Get at least 3 quotes per category
• Ask if they offer off-peak discounts
• Inquire about payment plans
• Bundle services when possible
• Ask what can be removed to lower cost

Questions to always ask:

• Is this quote guaranteed or an estimate?
• What would increase the final cost?
• Do you require a minimum spend?
• What's not included that most couples add?

Pro Tip: Create a template email with your wedding details (date, venue, guest count, style) to send to vendors. You'll get more accurate quotes faster.