Start with a total you both feel comfortable with. For each service, record the estimate, confirmed total, amount paid and balance. This helps you see both the overall cost and the money needed at each stage.
Choose your three priorities
These might be a meal with family, natural photographs or help with the running order. Write down your priorities separately, then decide together what to arrange first. If family members are contributing, discuss the amount, timing and any expectations.
Use one shared checklist
Use these fields for each item: category / estimate / quotation date and inclusions / confirmed total / paid / outstanding / next payment date / person responsible / extra charges to confirm.
Consider venue and catering, MC and planning, photography and video, make-up, outfits and alterations, decoration, traditional ceremony services and items, civil celebrant and related fees, transport, invitations and favours. Include only what you need, with a separate line for a reserve you choose yourselves.
Avoid counting deposits twice
A booking deposit is usually part of the total for that service. Subtract payments from the confirmed total and check the balance. Record refundable security deposits separately, with their return conditions and expected dates. Mark unconfirmed overtime, delivery, alterations and other charges clearly.
Put payments into your planning calendar
When arrangements change, update the quotation, balance and due dates, keeping the relevant documents. Avoid relying on gifts you have not yet received to meet payments. If there is a shortfall, discuss which plans to reduce, delay or adjust.
Want help connecting your suppliers and running order? WhatsApp Harry on +852 6593 4441 with your date, venue and the part you would like help with. Service scope and fees are agreed separately.
Your costs and payments worksheet
Type into the blanks, then print or save as PDF using your browser. Entries stay on this page only and are cleared when it reloads. Nothing is sent to Harry.
On a small screen, swipe the table sideways to see every column.
| Item | Estimate | Quoted | Confirmed total | Paid | Outstanding | Next due date |
|---|---|---|---|---|---|---|
| Venue and catering | ||||||
| MC and planning | ||||||
| Photography and video | ||||||
| Make-up and hair | ||||||
| Outfits and alterations | ||||||
| Decoration | ||||||
| Traditional ceremony items and services | ||||||
| Civil celebrant and related fees | ||||||
| Transport and parking | ||||||
| Invitations and favours | ||||||
| Other needs |
