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
- Click Add Vendor on the Vendors tab
- Select the category
- Fill in the name, contact, and status
- 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 |