> For the complete documentation index, see [llms.txt](https://help.getweddingos.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.getweddingos.com/clients/vendors.md).

# Vendors

***

## Client Vendors Tab

The Vendors tab on a client's detail page is where you track every vendor involved in their wedding — who's booked, who's still being researched, and where things stand on contracts and payments.

Open a client's detail page and click the **Vendors** tab.

### What's tracked

For each vendor you can log:

| Field               | Notes                                                                                                             |
| ------------------- | ----------------------------------------------------------------------------------------------------------------- |
| **Category**        | Photographer, Videographer, Florist, Caterer, DJ, Band, Hair & Makeup, Officiant, Transportation, Venue, and more |
| **Name**            | Vendor's business name                                                                                            |
| **Contact**         | Email or phone                                                                                                    |
| **Status**          | Researching, Contacted, or Booked                                                                                 |
| **Contract Signed** | Yes / No                                                                                                          |
| **Payment Status**  | Not paid, Deposit paid, Paid in full                                                                              |
| **Notes**           | Anything relevant — pricing, availability, referral source                                                        |

### Adding a vendor

1. Click **Add Vendor** on the Vendors tab
2. Select the category
3. Fill in the name, contact, and status
4. Save

You can add multiple vendors in the same category — useful when you're comparing options before committing.

### Updating status

As the planning progresses, update each vendor's status and payment info inline. Click any vendor row to edit it.

A quick scan of the Vendors tab before a client meeting shows you exactly what's locked in and what still needs attention.

### Required vs. optional vendors

Some vendor categories are considered essential for a complete vendor list (photographer, venue, etc.). WeddingOS tracks these separately so you can see at a glance which critical vendors are still unbooked.

***

## Vendor Rolodex

The Vendor Rolodex is your agency's master database of every vendor you've ever worked with or tracked — across all clients, all weddings. It's the place to go when you need to find a photographer you used two years ago, check which florists you've recommended most, or pull a vendor's contact info without digging through individual client records.

Click **Vendors** in the main navigation to access it.

### What's in it

Every vendor entry logged on any client's Vendors tab rolls up into the Rolodex automatically. You don't populate it separately — it builds itself as your team uses the app.

For each vendor you can see:

* Name and category
* Contact information
* Which clients they've been used for
* How many times they've appeared across weddings
* Notes your team has added

### Auditing your vendor network

The Rolodex doubles as a vendor quality check. Use the usage count to spot vendors you keep coming back to vs. ones you've only used once. Pair that with team notes — if someone flagged a vendor as difficult to work with or consistently late on deliverables, that context lives here and is visible to everyone on the team.

Over time this helps your agency build a tighter preferred vendor list and phase out vendors that aren't a good fit.

### Searching and filtering

Use the search bar to find a vendor by name. Filter by category to browse all photographers, all florists, etc.

### Exporting

The Rolodex can be exported as a CSV — useful for sharing your preferred vendor list with a new client or building a vendor briefing document. Click **Export CSV** in the top right.

### Adding vendors directly

You can add a vendor to the Rolodex without tying them to a specific client — useful for logging a vendor you want to remember for future use before you have a client to attach them to.

Click **Add Vendor** and fill in the details. They'll be available to link to any client from the Vendors tab on that client's detail page.

***

## Client Vendors vs. Rolodex

|                                 | Client Vendors Tab                       | Vendor Rolodex                             |
| ------------------------------- | ---------------------------------------- | ------------------------------------------ |
| **Scope**                       | One wedding                              | All weddings                               |
| **Purpose**                     | Track vendor status for a specific event | Browse and manage your full vendor network |
| **Contract & payment tracking** | Yes                                      | No                                         |
| **Search across all clients**   | No                                       | Yes                                        |


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