If you’re looking for an Excel template to organise weddings as a planner, here it is: download the free template (.xlsx). It works in Excel, Google Sheets and Numbers, needs no sign-up and comes with six ready-to-use tabs.
What the template includes
Weddings: the overview of all your weddings with date, venue, status, guests and budget.
Guests: the guest list with group, side, RSVP, plus-one, menu, allergies and table.
Budget: line items per vendor with amount, paid and an automatically calculated balance due.
Vendors: your vendor database by category and area.
Tasks: a checklist with owner, due date, priority and status.
Timeline: the wedding day schedule with time, duration, place and owner.
How to use it, step by step
Delete the sample rows and start with the Weddings tab: one row per wedding. Then fill in the other tabs using the "Wedding" column to show which wedding each row belongs to; that way you can keep several weddings in one file and filter by each.
The status, side, menu and priority columns have drop-downs so the whole team writes the same values, and the header filters let you see, for example, only the guests who haven’t replied yet.
Wedinest tip: if you prefer one file per wedding, duplicate the template when each contract is signed and save it in a shared folder named after the couple.
Excel, Google Sheets or Notion: which template to choose
Excel and Google Sheets are the best fit for lists and numbers: guests, budget and payments. Notion suits tasks and documentation better, but struggles with calculations and long lists. This template is built for spreadsheets because that’s what almost every wedding planner already uses.
If you work in a team, upload it to Google Drive and open it with Google Sheets: everyone edits the same file instead of emailing versions around.
The limits of organising weddings in Excel
A template organises information, but it doesn’t connect it. When a guest cancels, you have to change it in the list, on the seating chart and in the catering count. The couple can’t see their part without you sharing the whole file, and nothing reminds you when a payment falls due.
We go into more detail in how to organise weddings without Excel.
When you outgrow the template
The template’s tabs match Wedinest’s sections, and you can import your guests, vendors and budget straight from Excel. From then on, the list connects to the seating chart, payments to the budget and tasks to the calendar, and the couple gets their own portal.
You can try it free for 7 days with your next wedding.