Photography
Sara Fdez Studio
Planivia · Vendors
Your wedding vendors, finally under control
Compare quotes, store contracts, log payments and centralize communication with caterer, photographer, DJ, florist and everyone else. All in one place, connected to your budget.
Get started free Zero commission Verified 3 quotes per category
6 vendors · Tuscany
Availability for Sept 14, 2027 confirmed
Catering
Las Cumbres Catering
Requested · replies in 2 h
Flowers
Sara's Florist
Music
Velvet Sound DJ
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Caterer on WhatsApp, photographer over email, florist in a notebook?
Each vendor reaches you on a different channel. Quote PDFs lost in your inbox, signed contracts on paper, payment reminders forgotten and conversations impossible to recover when you actually need them. That chaos drives 70% of the stress in the final months before the wedding.
✨ Planivia centralizes everything and warns you before anything slips
Find my vendors
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Everything you need to manage your vendors
From the first inquiry to the final invoice — nothing falls through the cracks
Centralized directory
Each vendor on its own card: contact, category, status, contracted amount, key dates and notes. Find anything in seconds.
Comparable quotes
Save multiple quotes per category and compare them side by side. Decide on data, not on whichever offer arrived last on WhatsApp.
Payments and deposits
Log deposits, partial payments and outstanding balances. Get automatic reminders before each due date.
Communication kept
Notes, emails and contract links stay attached to each vendor. When the caterer asks, you won't be scrolling through three months of chat.
Connected to your budget
Every contracted amount updates your overall budget. You always know how much you've committed and how much is left.
City-aware suggestions
Vendor suggestions by category and area, based on your date and headcount. Filter by budget and save favorites.
Why couples ditch the spreadsheet
All info for each vendor in a single place
Compare quotes without opening 10 PDFs
Payment reminders so you never run late
Status of every vendor visible at a glance
Shared access with your partner in real time
Full history even if you change your phone
The complete guide to managing your wedding vendors
An average wedding hires between 8 and 14 vendors: venue, catering, photographer, video, music, florist, decoration, dress, suit, rings, transport, hair and makeup, kids' entertainment and more. Each one runs its own loop: visit, quote, contract, deposit, partial payments and final balance. Without a system, something always falls through.
The most common mistake is mixing channels: catering on WhatsApp, photography over email, florist in a notebook. When you need to check a detail (what exactly was in the menu? when is the second payment due?), recovering it costs an hour of scrolling. Multiply by 10 vendors and you'll see why 70% of couples report high stress in the final 3 months.
Planivia tackles this at the root: each vendor has its own card with contact, saved quotes, linked contracts, payment calendar and notes. When you book, the amount is reflected in your overall budget. When a payment is coming up, you get a reminder. You decide; the system makes sure nothing is lost.
Typical categories and when to book them
Venue and catering — 12-18 months out. Goes first because it sets the date, headcount and overall budget.
Photography and video — 9-12 months out. Top professionals book up far in advance, especially in peak season.
Music and DJ — 6-9 months out. Defines the vibe: live band for ceremony/cocktail, DJ for the party.
Florist and decoration — 4-6 months out. Coordinated with the venue and the chosen style.
Dress and suit — 6-9 months out (dress), 3-4 months (suit). Fittings need time.
Hair and makeup — 3-4 months out. Book a trial 1 month before the wedding.
Transport and extras — 2-3 months out. Bus for guests, classic car, kids' entertainment.
How to compare quotes without losing your mind
Always request 2-3 quotes per category. Don't look at price alone: compare what each one includes (coverage hours, number of edited photos, mileage, taxes). Planivia lets you save quotes on each vendor card and view them side by side, with a notes field to capture what each offer does NOT include. The decision is yours, but the information is clear.
Contracts and deposits: what nobody tells you
The contract should specify: exact service, date and times, total amount, payment schedule, cancellation policy and what happens if it rains (when relevant). A typical deposit is 20-30%; the second payment, 30-40% at signing; final balance 5-15 days before the wedding. Save the signed PDF on the vendor card in Planivia so you have it handy if a discrepancy comes up the day before.
Connection with your overall budget
Each contracted vendor updates your overall budget in real time. If you exceed the limit per category (catering, photography, etc.), you get an alert. That's how you avoid the classic problem of finding out in month 8 that you've committed 30% more than planned.
Frequently asked questions about vendor management
Can I use the vendor manager for free?
Yes. Planivia's Free plan includes full vendor management: cards, comparable quotes, payment logs and notes. The one-time Wedding Pass adds personalized recommendations by city and category.
How many vendors can I add?
As many as you need on any plan. An average wedding handles 10-14 vendors; some large weddings exceed 20. There's no cap.
Can I save PDF quotes and contracts?
Yes. Each vendor card lets you attach files (PDFs, images) and external links. Everything in one place, available from your phone.
Do I get payment reminders?
Yes. Set the date for each payment and Planivia notifies you in advance (1 week, 1 day). No more forgotten second payments.
Do you recommend specific vendors?
We show suggestions by category and area based on your date and headcount, with budget filters. You decide; we don't take commissions on any recommendation.
Tools that pair with vendor management
Wedding Budget
Each contracted vendor updates your overall budget. Alerts if you go over the category limit.
200+ Task Checklist
Tasks for every vendor (deposit, fittings, final balance) come pre-loaded in your plan.
Guest Management
Share headcount and meal choices with your caterer straight from your guest list.
