The short answer
After your wedding, close out each vendor in writing: compare the final invoice with the contract and any signed changes, recover security or damage deposits and card holds, question overtime billed after the day, put photo and video delivery dates on your calendar, return rentals by their deadline, and file the records. A vendor is closed when nothing is owed either way and each deliverable has arrived.
What should you do in the first week after the wedding?
Start with anything that has a clock on it. Rental returns, venue pickup deadlines for decor and gifts, and deposit claims can have short windows written into the agreement. Gather the contracts, the final timeline and any notes your point person made on the day, such as who approved overtime and what was handed over.
Then make one closeout row for each vendor with four questions: does the final bill match the agreement, is any money coming back, is anything still to be delivered or returned, and has the file been saved. Work down the list; a vendor with nothing outstanding can be closed in a few minutes.
- Return rentals and borrowed items by their deadline
- Collect decor, gifts and personal items from the venue
- Gather contracts, change orders and day-of notes
- List each deposit or card hold to recover
- Note each delivery date still to come
How do I check a final wedding invoice against the contract?
Line up the final invoice with the signed contract and any written changes. Check the final guest count used for per-person charges, the service charge and tax base, items added or removed after signing, and payments already made. Ask for an itemized invoice if you received a single total.
For example, a hypothetical catering contract prices dinner at $95 per guest. The final count you submitted was 118, but the invoice bills 124. The difference is 6 x $95 = $570 before service charge and tax. Before paying, send the count you submitted and the date you sent it, and ask the caterer to explain or correct the line.
What if a vendor bills overtime after the wedding?
Find the overtime clause and compare it with what happened. Note the rate, the billing increment, who the contract says may approve extra time, and the actual end time. Your point person may have a note of who asked for more time and when. If the charge surprises you, ask the vendor for the start and end times it billed and the name of the person who approved.
For example, if a hypothetical DJ contract bills $200 per started half hour and the music ran 35 minutes past the end time, that is two increments, so 2 x $200 = $400. If the invoice shows three increments, ask how the extra one was counted. Keep the exchange with the contract.
Which wedding deposits should you get back?
List each amount that the contracts describe as returnable: a venue security or damage deposit, a rental deposit, a refundable attire deposit and any authorization hold on a card. Write down the return timeline each contract states and the form of return, such as a check, a card refund or a released hold, and put the date on your calendar.
If a deposit comes back short, ask in writing for an itemized list of deductions and the clause each one relies on. Rules on returning deposits vary by state and by contract; if you disagree with a deduction, a qualified attorney licensed in your state can explain your options.
How do you track photo and video delivery after the wedding?
Take the delivery terms from each contract, such as "within 12 weeks of the event date," and turn them into calendar dates. Include any preview set, the full gallery, the edited film, a highlight video, raw footage if you purchased it, and albums or prints with their own proofing steps. Note how long an online gallery stays available.
For example, if a hypothetical wedding is on October 10 and the gallery is due within 10 weeks, the date to watch is December 19. When a delivery arrives, download and store your own copies in two places, check the count against the contract, and note any album deadline for choosing images.
What records should you keep, and when should you write reviews?
Keep each signed contract, change order, invoice, receipt, deposit return and delivery confirmation in one folder per vendor. Add a short closeout note with the date the vendor was settled. These records help if a charge appears later, if a gallery link expires or if you need to show what you paid.
Write reviews after the vendor has finished, so a review reflects the whole job, including delivery. Describe what happened in specific, factual terms. If there is an unresolved issue, you may want to raise it with the vendor first and give them a chance to respond.
Vendor closeout 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.
| Vendor | Final invoice matches contract | Deposit or hold to recover | Delivery or return due | Closed on |
|---|---|---|---|---|
| Venue | — | — | — | — |
| Caterer and bar | — | — | — | — |
| Photographer | — | — | — | — |
| Videographer | — | — | — | — |
| DJ or band | — | — | — | — |
| Florist | — | — | — | — |
| Rentals and tent | — | — | — | — |
| Hair and makeup | — | — | — | — |
| Transportation | — | — | — | — |
| Attire rentals and alterations | — | — | — | — |
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 your work on our wedding. We are closing out our files and want to make sure everything is settled. Could you send a final itemized invoice showing each charge, including any overtime with the start and end times billed, and any payments you have received from us? If we paid a security or damage deposit, please confirm the amount, when and how it will be returned, and any deductions with the reason for each. Please also confirm the expected delivery date for anything still to come.
Common questions
Do you pay wedding vendors after the wedding?
Some wedding vendor payments can fall after the wedding, such as overtime, a consumption bar, a final count adjustment or damage charges, depending on each contract. Check each agreement for charges billed after the event and their due dates. Before paying, compare the final invoice with the contract, your submitted counts and any signed changes.
How long after the wedding should the final invoice arrive?
When a final wedding invoice should arrive depends on the contract, which may set a final billing date or a payment due date after the event. If the contract is silent, ask the vendor when to expect the final invoice, note the date on your calendar, and follow up if it passes, so a late bill does not arrive unnoticed.
Should I pay a final invoice I think is wrong?
Before paying a final wedding invoice you think is wrong, write to the vendor with the line you question, the contract wording and your own figure, and ask for an explanation or a corrected invoice. Note any payment deadline or late fee in the contract while you wait, and ask the vendor how it wants to handle the amount in question.
What if a photo delivery date passes?
When a wedding photo delivery date passes, write to the photographer, quote the delivery term from the contract and ask for a new date in writing. Keep the exchange with the contract. What the contract provides if a date is missed depends on its wording, so read that section too before deciding on a next step.
How do you get a card hold released after the wedding?
A card hold placed by a wedding vendor is released under the terms of its contract, so check the clause for when and how the hold ends. If the date passes, ask the vendor in writing to release it and to itemize any charge taken from it. Ask your card issuer how long a released hold can take to drop off your account.
How long should I keep wedding vendor records?
Wedding vendor records are worth keeping at least until deliveries are complete and all deposits are returned, and longer if any payment, refund or dispute is open. Some records, such as receipts for items with a warranty, may be worth keeping longer. Store them in one folder per vendor, with a short note of the date each vendor was settled.