Wedding Planning Spreadsheet: What to Put in It

A wedding planning spreadsheet is the first thing many couples open. It is free, you already know how it works, and you can send the file to your partner.

This post shows what a useful wedding planning spreadsheet has in it, where it starts to get messy, and when something else might suit you better. If a spreadsheet works for you, keep it. There is nothing wrong with that.

What a good wedding planning spreadsheet has#

Most couples end up with the same three parts. Put each one on its own tab so nothing gets lost.

1. A checklist of everything to do, with a date and a done column.
2. One tab for each kind of professional, with their offers.
3. A budget with prices, deposits and what is still to pay.

You can also add a guest list tab. Keep it simple at the start. You can always add more later.

The checklist tab#

Write one task per row. Add a column for the due date, a column for who is doing it, and a column for done or not done.

The hard part is knowing which tasks to include and when they are due. For a Greek wedding that means the church, the koumbaros, the stefana, the koufeta and the parties, as well as the usual venue and photographer. If you are not sure where to start, our month by month wedding planning checklist lists the tasks in order.

Work backwards from the wedding date. A task for a year before the wedding and a task for the last week need very different amounts of time.

Wedding vendor comparison spreadsheet: one tab per kind of professional#

This is the tab that saves the most arguments. Make one tab for photographers, one for florists, one for the venue, one for music, and so on.

On each tab, give every offer one row and use the same columns:

• Name and phone number
• Price, and whether it is the total or per person
• Deposit, and whether you have paid it
• What is included in the package
• Your first impression, from 1 to 5
• Notes

Then add the same questions for everyone. Ask each photographer how many hours they stay, how many photos you get and when you get them. Ask each florist what happens if a flower is not available. When all the answers sit next to each other, the comparison is fair and quick.

Type the answers during or right after each call. If you wait until the evening, you will forget half of them.

Wedding budget spreadsheet: track deposits as well as prices#

A budget that only lists prices is not enough. You also need to know what you have booked, what you have paid and what is still to pay.

Use these columns:

• Item
• Total price
• Deposit
• Deposit paid (yes or no)
• Still to pay
• Due date for the rest

At the bottom, add three totals: booked, paid and still to pay. Those three numbers tell you the real picture.

If some prices are per person, multiply them by your guest count in a separate column. Check this number again after the RSVPs come in, because the guest count changes.

Where a spreadsheet gets messy#

A spreadsheet is flexible, and that is also its weakness. After a few months, a few things tend to happen.

Tabs end up with different columns, so you cannot compare offers properly. A price per person sits next to a total price and nobody remembers which is which. A formula breaks when someone adds a row. Two copies of the file appear, and you are not sure which one is current.

On a phone, big tables are also hard to read and edit. Many couples plan in spare five minutes on their phone, so this matters.

None of this is a disaster. It just means you spend time looking after the file instead of planning the wedding.

Wedding planning app or spreadsheet: which one?#

A spreadsheet is a good choice if you enjoy building your own system, you already have a template you like, and the two of you are happy to share one file.

An app is worth a look if you would rather not build the tabs and formulas yourselves, or if you want the tasks and dates to be worked out for you.

There is no wrong answer. Some couples start in a spreadsheet and move later, and some do the opposite.

How My Planner does the same job#

Lumiento has a planning area called My Planner. It covers the same three parts as the spreadsheet above, already set up.

• Checklist. A ready-made list of about 50 tasks for a Greek wedding, from a year before to after the day. Due dates are worked out from your wedding date.
• Professionals and offers. Search for florists, photographers, venues, music, hair and make-up and more near your church or reception with Google, or add people you already know. Keep each offer with its price (total or per person), deposit, whether it is paid, a rating from 1 to 5, the package and your notes.
• Questions. Each kind of professional comes with ready questions. You type the answers and can add your own questions.
• Comparison. See the offers side by side and mark one as booked.
• Budget. See what is booked, paid and still to pay. Prices per person are worked out from your guest count, which is taken from the RSVPs if you have not set it.

You can download the whole plan as an Excel file at any time. So you are not locked in, and you can still keep a spreadsheet copy.

To be clear about what it does not do: My Planner does not contact professionals, take bookings or take payments, and it does not have its own reviews. The ratings you see in the search come from Google. It is also for your account only, so you cannot give your family or the koumbaros access. If you need to share the file with others, the Excel download is the way to do it.

You can read more about it on our wedding planning app page.

A simple next step#

Pick one tab and start there. If you are comparing professionals, set up the columns and the questions first, then make your calls.

If you would rather not build it yourself, you can try My Planner for free at app.thelumiento.com/register.

Frequently asked questions#

Is there a free wedding planning template?#

Yes, many websites offer one. You can also build your own in about 20 minutes with three tabs: a checklist, offers from professionals, and a budget. My Planner is free to set up and gives you the same parts ready to use.

What should a wedding budget spreadsheet include?#

For each item, add the total price, the deposit, whether the deposit is paid and what is still to pay. Then add totals for booked, paid and still to pay. If prices are per person, add a column that multiplies them by your guest count.

How do I compare wedding professionals in a spreadsheet?#

Give each kind of professional their own tab, with the same columns for every offer. Ask everyone the same questions and type the answers in the sheet. Then you can compare price, deposit and what is included at a glance.

Can I still use Excel with My Planner?#

Yes. You can download your plan from My Planner as an Excel file whenever you want. That means you can keep a copy, print it or share it with your family.