Pro workbook: Budget, Vendors, Timeline, Setup, Formulas. Sample data, real formulas.
| Wedding budget | |||||||||
| One row per category. Balance, variance and the totals are calculated; 'actual' is the sum of the vendors' quotes in that category. | |||||||||
| As of | 14 Sep | Days to go | 271 | ||||||
| Wedding day | 12 Jun | Estimated | 22,800.00 | ||||||
| Total budget | 24,000 | Actual so far | 20,840.00 | ||||||
| Paid | 9,110.00 | ||||||||
| Category | Estimated | Actual | Paid | Still to pay | vs estimate | Share | Still to pay | 11,730.00 | |
| Venue | 6,500.00 | 6,800.00 | 3,400.00 | 3,400.00 | -300.00 | 28% | Budget left | 1,710.00 | |
| Catering | 5,500.00 | 5,200.00 | 1,000.00 | 4,200.00 | 300.00 | 22% | Over budget by | ||
| Photography | 2,200.00 | 2,400.00 | 600.00 | 1,800.00 | -200.00 | 10% | |||
| Attire | 1,800.00 | 1,650.00 | 1,650.00 | 150.00 | 7% | ||||
| Flowers | 1,200.00 | 1,350.00 | 300.00 | 1,050.00 | -150.00 | 6% | |||
| Music | 1,000.00 | 900.00 | 900.00 | 100.00 | 4% | ||||
| Stationery | 400.00 | 380.00 | 380.00 | 20.00 | 2% | ||||
| Rings | 1,500.00 | 1,420.00 | 1,420.00 | 80.00 | 6% | ||||
| Transport | 500.00 | 2% | |||||||
| Cake | 450.00 | 480.00 | 100.00 | 380.00 | -30.00 | 2% | |||
| Beauty | 350.00 | 1% | |||||||
| Gifts | 600.00 | 2% | |||||||
| Other | 800.00 | 260.00 | 260.00 | 540.00 | 1% | ||||
| Total | 22,800.00 | 20,840.00 | 9,110.00 | 11,730.00 | 1,960.00 | ||||
| Estimated is your plan per category; Actual is what it really costs once booked; Paid is what has gone out. Still to pay = actual − paid. Leave 0 (not blank) in Actual until a category is booked. | |||||||||
| vs estimate is estimated − actual (green when under, red when over) and only counts categories with an actual figure. | |||||||||
| Budget left = total budget − actuals − the estimates of categories not yet booked: the honest 'what's left' number. |
| Vendors | ||||||||||||||
| One row per supplier: the quote, the contract, the deposit and when the balance is due. The Budget sheet's actuals come from here. | ||||||||||||||
| Vendors | 10 | |||||||||||||
| Without a contract | 3 | |||||||||||||
| Balances due in 30 days | ||||||||||||||
| Overdue | 0 | |||||||||||||
| Vendor | Category | Contact | Quote | Contract | Deposit | Deposit paid | Balance due | Paid to date | Balance | Days to due | Flag | Next payment | The Mill Barn | |
| The Mill Barn | Venue | [email protected] | 6,800.00 | ✓ | 3,400.00 | 20 May | 12 May | 3,400.00 | 3,400.00 | 240 | ||||
| Northwind Catering | Catering | [email protected] | 5,200.00 | ✓ | 1,000.00 | 2 Jul | 29 May | 1,000.00 | 4,200.00 | 257 | ||||
| Lumen Photo | Photography | [email protected] | 2,400.00 | ✓ | 600.00 | 15 Jun | 5 Jun | 600.00 | 1,800.00 | 264 | ||||
| Atelier Rowe | Attire | 1,650.00 | ✓ | 1,650.00 | 30 Aug | 1,650.00 | Paid | |||||||
| Fern & Fold | Flowers | [email protected] | 1,350.00 | 300.00 | 1 Sep | 1 Jun | 300.00 | 1,050.00 | 260 | No contract | ||||
| The Cadence Trio | Music | [email protected] | 900.00 | 0.00 | 12 May | 0.00 | 900.00 | 240 | No contract | |||||
| Bright Print | Stationery | 380.00 | ✓ | 380.00 | 10 Aug | 380.00 | Paid | |||||||
| Harbour Goldsmiths | Rings | 1,420.00 | ✓ | 1,420.00 | 20 Jul | 1,420.00 | Paid | |||||||
| Sweet Layer | Cake | 480.00 | 100.00 | 10 Sep | 8 Jun | 100.00 | 380.00 | 267 | No contract | |||||
| Marquee hire (deposit) | Other | 260.00 | ✓ | 260.00 | 25 Aug | 260.00 | Paid | |||||||
| Timeline | ||||||||||
| Tasks by how many weeks before the day they're due. The due dates follow the wedding date on Setup. | ||||||||||
| Tasks | 16 | |||||||||
| Done | 6 | |||||||||
| Overdue | 1 | |||||||||
| Next 2 weeks | 1 | |||||||||
| Task | Category | Weeks before | Due | Owner | Done | Days left | Status | Progress | 38% | |
| Book the venue | Venue | 52 | 13 Jun | Both | ✓ | Done | ||||
| Book the photographer | Photography | 48 | 11 Jul | Sam | ✓ | Done | ||||
| Send save-the-dates | Stationery | 40 | 5 Sep | Alex | ✓ | Done | ||||
| Choose the caterer and menu | Catering | 36 | 3 Oct | Both | ✓ | Done | ||||
| Order the dress and suit | Attire | 32 | 31 Oct | Alex | ✓ | Done | ||||
| Book the band | Music | 40 | 5 Sep | Sam | -9 | Overdue | ||||
| Book the florist | Flowers | 38 | 19 Sep | Alex | 5 | Next 2 weeks | ||||
| Order the rings | Rings | 24 | 26 Dec | Both | ✓ | Done | ||||
| Send invitations | Stationery | 12 | 20 Mar | Alex | 187 | Later | ||||
| Menu tasting | Catering | 10 | 3 Apr | Both | 201 | Later | ||||
| Book transport | Transport | 10 | 3 Apr | Sam | 201 | Later | ||||
| Hair and make-up trial | Beauty | 8 | 17 Apr | Alex | 215 | Later | ||||
| Confirm numbers with the caterer | Catering | 3 | 22 May | Both | 250 | Later | ||||
| Seating plan | Other | 2 | 29 May | Both | 257 | Later | ||||
| Pay the balances | Other | 1 | 5 Jun | Sam | 264 | Later | ||||
| Collect the dress | Attire | 1 | 5 Jun | Alex | 264 | Later | ||||
| Setup | ||
| The dates, the total budget, and the lists. | ||
| As of | 2026-09-14 | Type =TODAY() to keep it live |
| Wedding day | 12 Jun | |
| Total budget | 24,000 | |
| Owners | ||
| Both | ||
| Alex | ||
| Sam | ||
| Planner | ||
| Categories for Vendors and Timeline come from the Budget sheet, so a new category there is available everywhere. | ||
| Guests, RSVPs and tables: see Invite, our guest list workbook — it's built to sit next to this one. |
| How the formulas work | ||
| Every formula in this workbook, in plain words. Nothing is hidden and nothing needs a macro. Formulas are shown without the leading = sign. | ||
| Where | Formula | What it does |
| Budget · Actual (Pro) | SUMIF(Vendors!$B$8:$B$47,A8,Vendors!$D$8:$D$47) | The quotes of every vendor in that category. |
| Budget · vs estimate | IF(C8=0,0,B8-C8) | Estimated minus actual, only once there is an actual — an unbooked category isn't a saving. |
| Budget · Budget left | B5-C28-SUMIF(C8:C27,0,B8:B27) | Total budget minus actuals minus the estimates of the categories with no actual yet. |
| Budget · Share | IF(C8=0,B8,C8)/$B$5 | Actual if there is one, else the estimate, as a share of the total budget. |
| Vendors · Balance | D8-I8 | Quote minus paid to date. |
| Vendors · Flag | IF(E8="","No contract",IF(AND(F8>0,G8=""),"Deposit due",IF(J8<=0,"Paid",IF(H8<Setup!$B$3,"Overdue",IF(H8<=Setup!$B$3+30,"Due soon",""))))) | Checked in order: contract, deposit, paid off, then the balance-due date against 'as of'. |
| Vendors · Balances due in 30 days | SUMIFS(J8:J47,H8:H47,">="&Setup!B3,H8:H47,"<="&Setup!B3+30) | Balances whose due date falls in the next month. |
| Vendors · Next payment | INDEX(A8:A47,MATCH(SUMPRODUCT(MIN((J8:J47>0)*(H8:H47>=Setup!B3)*H8:H47+(1-(J8:J47>0)*(H8:H47>=Setup!B3))*99999)),H8:H47,0)) | The smallest future due date among vendors still owed — rows that don't qualify get a huge stand-in date so MIN skips them — then the vendor on that row. |
| Timeline · Due | Setup!$B$4-C8*7 | Wedding day minus weeks × 7. |
| Timeline · Status | IF(F8<>"","Done",IF(D8<Setup!$B$3,"Overdue",IF(D8<=Setup!$B$3+14,"Next 2 weeks","Later"))) | Done wins; otherwise the due date against 'as of'. |