Event Vendor & Payment Tracker (Excel)

Preview

Real view of the file with its sample data (yellow cells are where you type).

What's inside

• Vendors sheet: service, vendor, contact person, phone, email, quotes received, final contract amount, contract signed, contract date, cancellation terms, arrival time on the day
• Payments sheet: date, vendor, amount, mode (cash, bank transfer, UPI, card, cheque), receipt number and note
• Paid so far, balance, percent paid, next due date and amount, and status: Paid, Due in 7 days, Overdue, Not booked
• Totals: contracted, paid and balance across all vendors, and the money due in the next 30 days
• Day-of contact list sorted the way you entered it, ready to print

How to use it

1. On the Settings sheet pick the currency, number style and date style, and type the event date.
2. On the Vendors sheet add each vendor: the service they provide, contact details and the final contract amount.
3. Mark Contract signed = Yes when you have a signed agreement or written confirmation, with its date and the cancellation terms.
4. Type the date and amount of the next payment due for each vendor (from the contract schedule).
5. Every time you pay, add a row on the Payments sheet: date, vendor, amount, mode and receipt number. Paid and balance update by themselves.
6. Check the Status column every week; print the Contacts sheet for the person in charge on the day.

Tips

• Never pay the final balance before the service is delivered unless the contract says so; keep the last payment for after the event.
• Ask for a receipt for every advance, including cash, and type its number here.
• Write down what is included (hours, number of people, overtime rate, taxes) in the Notes column; most disputes are about what was "included".
• Confirm arrival times with every vendor two days before and copy them into the run-sheet.

Questions and answers