Free template
Wedding Budget Spreadsheet
A wedding budget spreadsheet splits the total across categories, then tracks budgeted vs. actual per line — with deposits, paid status, and a contingency reserve — so surprises show up in a cell instead of at the end. Use this one from first quote to final invoice.
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Updated July 2026
Blank wedding budget spreadsheet
Set the total budget first, then split it across categories. One row per category or major vendor.
| Category | Item / vendor | Budgeted | Actual | Paid | Notes |
|---|---|---|---|---|---|
| Venue | |||||
| Catering & bar | |||||
| Florals & decor | |||||
| Photography / video | |||||
| Music / entertainment | |||||
| Attire & beauty | |||||
| Stationery & signage | |||||
| Contingency (5–10%) |
Filled example wedding budget
Example for a 120-guest wedding with a $21,000 budget. Actuals landed $10 over — the contingency line is what absorbed the surprises.
| Category | Item / vendor | Budgeted | Actual | Paid | Notes |
|---|---|---|---|---|---|
| Venue | Willow Creek Estate | $6,000 | $6,000 | Yes | Includes tables and chairs |
| Catering & bar | Oak Table Catering | $7,200 | $7,560 | Deposit | Headcount rose from 115 to 120 |
| Florals & decor | Bloom House | $2,400 | $2,640 | Yes | Added arch florals |
| Photography | Golden Hour Photo | $2,000 | $2,000 | Deposit | Balance due day-of |
| Music | Soundline DJ | $800 | $750 | Yes | Negotiated package rate |
| Attire & beauty | Various | $1,200 | $1,310 | Yes | Alterations ran over |
| Stationery & signage | Print shop | $400 | $410 | Yes | Rush fee on seating chart |
| Contingency | — | $1,000 | $340 | — | Day-before supply run |
What to include
- Every category with a budgeted amount, actual cost, and paid status — not just the big vendor invoices.
- Vendor name and payment schedule per line: deposit paid, balance amount, and when the balance is due.
- A contingency line of roughly 5–10% of the total for rush fees, alterations, and last-minute buys.
- A running total that compares actual spend against the original budget after every update.
How to use this template
- Set the total budget first, then split it across categories before you contact vendors.
- Enter actual costs as soon as each quote or invoice arrives — not after the wedding.
- Update the paid column whenever a deposit or balance goes out, so nothing is double-paid or missed.
- When one category runs over, reduce another on purpose instead of silently going over the total.
Common mistakes to avoid
- No contingency line, so the first surprise cost breaks the whole budget.
- Tracking vendor invoices but not the small purchases: alterations, signage, tips, supply runs.
- Letting headcount changes quietly raise catering costs without updating the sheet.
- Leaving deposits out of the paid column, then losing track of what each vendor is still owed.
- Setting category amounts that never added up to the real total in the first place.
Planning weddings for clients, not just your own?
Built for party decorators and event stylists who run events for clients. If this is your wedding, the spreadsheet above is genuinely all you need — enjoy the day. If you plan or decorate events for clients, Plan Event tracks the quote, decor, and costs on every job — not just this one. Headcount changes, deposits, and the client quote stay on one record that moves together.
- Client budget, quote, and costs on one job record
- Reusable vendor list across every wedding
- Client-ready quote with a PDF export
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FAQ
How much should the contingency line be?
A common range is 5–10% of the total budget. Small weddings and DIY-heavy weddings tend to need the higher end, because more line items means more chances for rush fees and re-buys.
What usually pushes a wedding budget over?
Costs that scale with headcount — catering, bar, rentals, stationery — and small unbudgeted purchases like alterations, signage, and tips. Both are why the sheet tracks actuals per category instead of one total.
Can wedding planners use this for client budgets?
Yes. The same structure works for managing a client's budget: set categories with the client, log actuals as vendor invoices arrive, and use the paid column to track deposits and balances owed.