In this guide 6 sections
Close a wedding by setting each vendor’s final bill against the advances paid, noting who paid each one. Then put billed amount, vendor cost and staff cost on one page. GullySystem’s Event and Wedding Management Software keeps these on the event file. Guest lists and seating are not kept there.
Record who paid every advance
Advances leave from several pockets. Some come from your account, some from the bride’s family, and some from an uncle who paid the caterer directly. At settlement, each one must be found.
Record every advance on the day it is paid. Note the vendor, the function, the amount, the mode and the payer. A screenshot in a chat is not a record.
- Vendor and function
- Amount and date paid
- Mode of payment
- Payer: the planner or which family member
Set each final bill against what was taken
When a vendor’s final bill arrives, place it against every advance recorded for that vendor, whether the planner, the bride’s father or an uncle paid it. The balance is then plain arithmetic. Pay only that. Disputes shrink to the lines that differ.
Check the bill’s quantities against what was agreed. Plate counts are the usual sore point. Note the count the family approved on the morning of each function, and who approved it.
Keep approvals where they can be found
Menus and décor change between functions. A decision taken in one family group may never reach the other. Write down each change with the name of the person who approved it and the date.
That note matters at settlement. A disputed extra is easier to resolve when the approval is on record. Without it, the louder memory tends to win.
Count staff and your own stock
Coordinators and casual staff are paid by slot. Mark attendance on the day, at the venue. Pay from that list, not from one made afterwards.
Chairs, props, carpets and lights that leave your store should come back. Record what went out and what returned damaged or short. That loss belongs to the wedding’s cost.
Read one settlement page per wedding
Put billed amount, vendor cost, staff cost and stock used on one page. Cash spent on the day must go in as an expense, or it disappears. The page then shows what the wedding earned.
Keep it for the next quotation. Head counts, vendor rates and staff numbers from a finished wedding are a sound guide to pricing the next. Then send the family their account, line by line.
- Billed to the client
- Paid to vendors
- Paid to staff
- Stock lost or damaged
- Cash spent on the day
Wedding settlement sheet
One page per wedding with a row for each vendor: function, advances with payer, final bill and balance. Add staff by slot and stock not returned. The bottom line is what the wedding earned.
Open a blank worksheet to printQuestions owners ask
Does the software hold the guest list and seating chart?
No. The event carries the head count, which drives plates, chairs and staff. Guest names, RSVPs and table plans stay wherever you keep them today.
Can the families log in to see the account?
No client login is included. Quotation versions, balances and the run sheet go to families from your team by WhatsApp or email.
Do the accounts move into Tally?
Accounts remain in Tally. Invoices, receipts and vendor payments are recorded against each event, and an export can be built at set-up.