What are the best ways to keep vendor details organised?

As a wedding planner, my biggest piece of advice is to create a dedicated wedding email address that both partners can access. It keeps all your vendor communications, quotes, contracts, invoices, and updates in one place, making it much easier to stay organised and ensuring nothing gets lost in personal inboxes.

From there, choose one central system to manage everything - whether that's a wedding planning app, spreadsheet, or project management tool.

For each vendor, keep track of:

• Contact details and preferred communication method
• Quotes, contracts, and invoices
• Payment amounts and due dates
• Key deadlines and deliverables
• Meeting notes and important decisions
• Inspiration photos, menus, floor plans, and other documents

I also recommend creating folders for each vendor and saving every contract, invoice, and email attachment as soon as you receive it. A simple master checklist with booking status, payment dates, and outstanding actions can be a lifesaver in the final months before the wedding.

Most importantly, try to keep all communication within one channel wherever possible. The couples who feel the most organised are usually the ones who avoid having details scattered across emails, texts, screenshots, Instagram DMs, and handwritten notes.

A little organisation early on goes a long way- it not only reduces stress during planning but also gives you confidence that every vendor has the information they need to deliver seamlessly on the day.