Riverside Wedding — vendors
Venue deposit, catering, AV, and florist invoices with paid/unpaid status.
Event planning · Per-event finance
Organize vendor costs and billing per event
Every event is a web of vendor invoices — a venue deposit here, catering and AV there, florist and staffing on the day — and most are pass-through costs you front and bill back to the client. When a single deposit is unpaid or a vendor invoice goes missing, the event's finances unravel. Cash Workspace lets you keep a folder per event with each vendor invoice, its paid/unpaid status, and a clear split between billable pass-through and your planner fee.
The problem
Why event finances get tangled
Costs arrive from many vendors on different schedules, deposits go out weeks ahead, and most spend is fronted on behalf of the client. Without a per-event folder, paid and unpaid items and pass-through versus fee all blur together.
- A venue deposit is paid weeks early and then forgotten when reconciling the event.
- Catering and AV invoices arrive close to the date and aren't filed to the event.
- You front florist and staffing costs but lose track of what's been billed back to the client.
- Some vendor invoices are paid and some aren't, with no status to tell them apart.
- Your planner fee gets mixed in with pass-through costs, muddying what the client owes.
The workflow
Run finances for a single event
Open an event folder, record each vendor invoice with status, attach the contract, and separate pass-through from your fee.
- 1
Open an event folder
Create a folder per event so deposits, vendor invoices, and the client contract all live together.
- 2
Record each vendor invoice
Record venue, catering, AV, florist, and staffing invoices with vendor, amount, and date.
- 3
Set paid/unpaid status
Mark each vendor invoice paid or unpaid so outstanding deposits and bills are visible.
- 4
Split pass-through vs fee
Tag each cost billable pass-through to the client or your own planner fee.
- 5
Attach contract and invoices
Attach the client contract and each vendor invoice to the event folder.
Record structure
What to record per event
These fields keep an event's vendor costs and client billing reconcilable.
- Event and client
- The event name and client, kept as a consistent record so everything groups together.
- Vendor
- Venue, caterer, AV company, florist, or staffing agency.
- Cost type
- Deposit, balance, or full invoice for the vendor service.
- Amount and date
- The cost and when it's due or was paid.
- Paid/unpaid status
- Whether the vendor invoice is settled, so outstanding items stand out.
- Billable vs planner fee
- Whether the cost is passed through to the client or is your fee.
- Attached document
- The vendor invoice and the client contract attached to the event folder.
Example setup
An example event folder
One way to organize a single event's finances inside the workspace.
Staffing & day-of
Staffing agency and day-of coordinator invoices tagged pass-through.
Client billing
The client contract and a view of billable pass-through versus your planner fee.
Open deposits
A shortlist of unpaid deposits and balances still due to vendors.
Common mistakes
Mistakes to avoid
- Paying a venue deposit early and not recording it, so it's missed at reconciliation.
- Leaving vendor invoice status blank, so paid and unpaid items can't be told apart.
- Mixing pass-through costs with your planner fee, muddying what the client owes.
- Fronting florist and staffing costs without tracking what's been billed back.
- Filing vendor invoices into general expenses instead of the event folder.
How it helps
How Cash Workspace helps
Per-event folders
Keep every vendor invoice, deposit, and the client contract together in one event folder.
Paid/unpaid status
Mark each vendor invoice paid or unpaid so outstanding deposits and balances are visible.
Pass-through vs fee tags
Tag costs billable pass-through or planner fee so client billing stays clear.
Related
Related event finance workflows
Pass-through costs
Separate billable pass-through costs from your fee.
Vendor invoice organizer
Keep vendor invoices organized with paid/unpaid status.
Client deposit records
Track deposits paid and received per engagement.
Unpaid invoice tracker
Keep outstanding deposits and balances organized.
All finance workflows
Browse the full Cash Workspace workflow library.
FAQ
Event finance records FAQ
- How do I keep pass-through costs separate from my fee?
- Tag each recorded cost billable pass-through or planner fee, so when you review the event folder it's clear what the client reimburses versus what you earn.
- Can I track which vendor deposits are still unpaid?
- Yes. Set each vendor invoice's status to paid or unpaid and keep a shortlist of open deposits, so nothing due is overlooked.
- Does Cash Workspace pay vendors or collect from clients?
- No. It organizes records and statuses only. It does not process payments, send automatic reminders, or sync with your bank.
Organizing help — not tax, accounting, or legal guidance
Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.
Keep every event's finances in one folder
Start a free workspace and file each event's vendor invoices, statuses, and contract with pass-through and fee separated, so no deposit or balance slips through.