The short answer
A wedding invoice is the vendor's bill for what you owe, and before paying one you should compare it line by line with the signed contract and any approved changes. Check guest count times per-person rate, the arithmetic, the base each percentage uses, lines billed twice, included items, deposits credited and lines the contract does not mention, and ask about any difference before the due date.
What documents do you need to check a wedding invoice?
Put the invoice next to the signed contract, any signed change orders or addenda, the final guest count you submitted, the receipts for payments already made, and emails in which the vendor confirmed a change or a price. The contract and approved changes are what the invoice should match; a brochure or early quote is background.
Work on a copy. Mark each invoice line with the page of the contract or change order that supports it, and mark anything you cannot trace with a question mark. By the end, each line should have either a source beside it or a question to send, and the questions become your message to the vendor.
- Signed contract and any addenda
- Change orders and confirmation emails
- Final guest count as submitted
- Receipts for deposits and installments
- Contract payment schedule and due dates
How do you check guest counts and line arithmetic?
For each per-person line, check that the count matches the number your contract says is billed (for instance, the final count you submitted by the deadline) and that the rate matches the contract or the latest approved change. Then multiply it yourself.
For example, on a hypothetical invoice showing 132 dinners at $88, the line reads $11,616. If you submitted 128, the line should read 128 x $88 = $11,264, a difference of $352. Do the same for quantity lines such as chairs, linens or bartenders, and add up the lines to check the subtotal.
How do you check the service charge and tax on an invoice?
A percentage is only right if both the rate and the base are right. Find the contract sentence that says what the service charge applies to, then check which lines the invoice used. A charge meant for food and beverage should not also be applied to a room fee unless the contract says so.
For example, on a hypothetical invoice, a 20% service charge on food of $11,264 is $2,252.80. If the invoice applies it to food plus a $3,000 room fee, the charge becomes 20% of $14,264 = $2,852.80, a difference of $600. Check the tax line the same way.
Which wedding invoice errors should you look for?
Look for the same thing billed twice, such as a cake-cutting fee when the contract package includes dessert service, or a bartender fee when the bar package includes staffing. Look for items the contract lists as included, now shown with a price. And look for lines that appear nowhere in the contract or an approved change.
A new line may have a valid explanation, such as a change you requested by email or an item added at the final walkthrough. Trace it through your messages before you question it. If you cannot find the approval, ask the vendor to point to the document or message that added it.
- Counts and rates match the contract
- Each line multiplies and adds correctly
- Each percentage uses the contract base
- No line billed twice
- Included items not charged again
- New lines traced to an approval
Have your deposits been credited on the invoice?
Add up your receipts and compare them with the payments credited on the invoice. For example, if you paid hypothetical deposits of $3,000 and $5,000, the invoice should credit $8,000. If it credits only $5,000, the balance due is overstated by $3,000.
Keep a refundable security deposit separate from payments toward the price; check how the contract says it is returned or applied. Finally, compare the due date on the invoice with the date in the contract payment schedule, and ask if they differ.
How do you question a wedding invoice before paying?
Write to the vendor before the due date. Name the invoice line, quote the contract wording and page, show your arithmetic, and ask for either a corrected invoice or an explanation. Keep the tone neutral; a clear question is easier to answer than a complaint.
Ask whether the due date still applies while the question is open, and get that answer in writing. Save all invoice versions, messages and receipts in one folder. If a significant amount is disputed and you need to understand your position, consider a qualified attorney licensed in your state.
Final invoice check worksheet
Use one row for a decision or deliverable. Keep unanswered items visible. Download the blank worksheet to open in Excel, Numbers or Google Sheets.
On a small screen, swipe the worksheet sideways to see the remaining columns.
| Invoice line | Invoice amount | Contract source | Your calculation | Question or status |
|---|---|---|---|---|
| Guest count x per-person rate | — | — | — | — |
| Bar or beverage | — | — | — | — |
| Rentals and quantities | — | — | — | — |
| Staffing and overtime | — | — | — | — |
| Service charge (rate and base) | — | — | — | — |
| Tax (rate and base) | — | — | — | — |
| Lines not in the contract | — | — | — | — |
| Deposits and payments credited | — | — | — | — |
| Balance due and due date | — | — | — | — |
A message you can make your own
Add your document reference and the questions that apply. You decide what to send and send it yourself.
Thank you for the final invoice. Before we pay, we would like to check a few lines against our contract. [Line]: the invoice shows [amount]; based on [contract page or change order], we calculated [amount]. Could you confirm which is correct, or send a corrected invoice? We would also like to confirm that our payments of [amounts and dates] are credited. Please let us know whether the due date of [date] still applies while we resolve these questions.
Common questions
What is a wedding invoice?
A wedding invoice is a vendor's written bill listing what you owe, line by line, with payments already credited and a due date. It is different from a quote, which is an offer, and from the contract, which sets the terms. The invoice should match the contract and any approved changes, so check it against those before paying.
Can you get an invoice before paying a wedding vendor?
An invoice before paying a wedding vendor is a reasonable thing to ask for, whether for a deposit, an installment or the final balance. Ask for an itemized invoice that shows each line, the payments already credited and the due date, so you can check it against the contract before any money leaves your account.
What are the payment terms on a wedding invoice?
The payment terms on a wedding invoice set when and how the balance is paid: the due date, accepted payment methods, any card fee, and any late fee or interest. Compare each term with the payment schedule in your contract, and ask the vendor about any term on the invoice that the contract does not contain.
Should you pay a wedding invoice and dispute it later?
Paying a wedding invoice and disputing it later is your decision, and the contract may say how disputes and late payments are handled. Asking in writing before the due date gives the vendor a chance to correct the invoice first. For questions about your rights, consult a qualified attorney licensed in your state.
Can you refuse to pay a wedding invoice?
Refusing to pay a wedding invoice raises questions that depend on your contract and your state, and the answer is not one to guess at. Ask the vendor in writing about each line you question, ask whether the due date still applies while it is open, and for your rights, consult a qualified attorney licensed in your state.
Which guest count should a wedding invoice use?
A wedding invoice should use the count your contract says is billed, which may be the final count submitted by a deadline, a minimum, or the number actually served. Check the wording in the contract, compare it with the count you submitted and the date you submitted it, and ask about any difference in writing.
What if the vendor says the extra line was agreed on the day?
If a vendor says an extra invoice line was agreed on the day, ask who approved it, when and how, and for any record such as a signed overtime form or a message. Compare that with who the contract says can approve changes, and keep the reply with the invoice.