Wedding Supplier & Vendor Tracker for Filipino Weddings

🔢 1. By Month Three, the Suppliers Blur Into a Single Mass of Screenshots

By the time a Filipino couple has talked to three caterers, two photographers, one mobile bar, and a coordinator, the suppliers blur into a single mass of screenshots in Messenger.

You can't remember which caterer quoted ₱2,200 per head and which quoted ₱2,500. You forwarded the photographer's package to your fiancé but you can't find the message. The MUA sent a contract you can't locate. Someone — was it the florist? — said they need a 50% deposit but you can't remember when it was due.

A wedding supplier tracker stops this. One place for the quote, the contract, the contact, the deposit schedule, and the running notes. Not glamorous. Probably the single most-used tool inside Nuptial after the guest list.

Here is what to put in one, and why it earns its keep around month three of planning.

🔢 2. The Vendor Categories Every PH Wedding Touches

The supplier categories most Filipino weddings need:

For an intimate wedding (30 guests), you'll touch 6 of these. For a 250-guest reception, you'll touch all 15. The supplier list grows faster than couples expect — usually 10-15 vendors by the time everything is locked.

For an opinionated take on how to vet suppliers and avoid scams, see wedding suppliers Manila: how to vet, negotiate, and avoid scams. For the "stick with the suki vs find someone new" question, see the suki vs new vendor dilemma.

🔢 3. What Should Live in a Supplier Record (And What Doesn't)

Each supplier in Nuptial's suppliers module holds:

Essentials:

• Name and category
• Contact info — phone, email, Instagram, Messenger, sometimes Viber
• Website or social profile
• Status — shortlisted, booked, declined, fallback
• Notes (free-form, this is where the real knowledge lives)

Quote tracking:

• One or more quote versions (most couples go back and forth on package tiers)
• Each quote with: package name, total amount, deposit amount, balance, payment schedule
• Date received (so you know if a quote has expired)

Documents (Premium):

• Contracts
• Receipts
• Reference photos / portfolio samples they sent you
• Payment proofs

Calendar links:

• When you first contacted them
• When the next meeting is
• When the deposit is due
• When the final payment is due

What does NOT belong in a supplier record:

• The full vendor portfolio. Save the link, not the 200 sample photos.
• Every Messenger conversation. Save the key contractual notes, not the whole chat history.
• Other couples' opinions. That's research, not your record.

🔢 4. Saving Every Quote (Without 47 Browser Tabs Open)

The supplier scouting phase produces dozens of quotes. Most couples handle this badly:

• Tab #1: Caterer A's price list
• Tab #2: Caterer B's price list
• Tab #3: Caterer C's package (which somehow has a different per-head structure)
• Tab #4: Photographer 1's portfolio
• Tab #5: Photographer 2's pricing
• Tab #6-12: Same for florist, MUA, coordinator
• Tab #13: A Messenger conversation where you asked a question
• Tab #14: A different Messenger conversation where you asked a similar question

Your laptop has 47 tabs open. Your phone has another 30 in mobile Chrome. You close your laptop. The next morning you can't remember which photographer had the cinematic-style trailer.

Nuptial's approach: each supplier gets its own page. The quote lives on that page. The notes live on that page. The contract (on Premium) lives on that page. You close the browser. You open it next week. You read your own notes and re-orient in 30 seconds.

The tab problem is real. The supplier tracker is the cure.

🔢 5. Promoting a Quote to a Budget Line in One Click

Once you book a supplier, you push the quote into your wedding budget with one click. The budget category auto-fills based on the supplier category (caterer → catering, photographer → photo & video, etc.).

Deposit and balance are tracked separately:

• Deposit (₱X) — typically due within 1-2 weeks of booking, usually 30-50% of the total
• Balance (₱Y) — typically due 1-2 weeks before the wedding, sometimes day-of

The budget dashboard shows what's been deposited, what's owed in balance, and when each is due. Two weeks before the wedding, you have a clear list: "These suppliers still need balance payment, by these dates."

For couples splitting payment responsibilities between parents and the couple (a near-universal Filipino wedding pattern), the split tracking on each budget line shows who is responsible for which supplier's balance.

🔢 6. Notes That Don't Get Lost (The Part That Actually Earns Its Keep)

The notes field per supplier is where the real knowledge lives. Examples from actual Filipino weddings:

• "Caterer requires 50% deposit 60 days out. They'll hold a date with a ₱5K reservation fee that goes toward the deposit."
• "Photographer needs the entourage list 2 weeks before. Send the shot list 1 week out."
• "MUA only takes Sundays. Trial 6 weeks before. She doesn't do same-day edits to the schedule."
• "Mobile bar packages don't include ice. Add ₱5,000 to the budget for ice and ice tubs."
• "Florist needs the candle and veil colors confirmed 4 weeks before to source matching ribbon."
• "Coordinator's package includes 2 assistants on the day. Anything beyond that is extra."
• "Host charges extra if reception runs past 11pm."

Two months in, you stop remembering which conversation happened with which supplier. The notes save you. They are also what you forward to your day-of coordinator so they don't have to re-ask each supplier.

For more on what to put in writing vs trust verbally, see contracts and fine print: the vendor traps couples miss.

🔢 7. When You Need the Supplier Document Vault (Premium)

Premium (₱560, lifetime) unlocks unlimited document storage per supplier — contracts, receipts, payment proofs, sample photos.

Most couples can run the free tier with a few key files saved elsewhere (Google Drive, phone storage). The vault matters when:

🔸 You're working with 8+ suppliers. Tracking receipts across that many vendors in Google Drive becomes its own organizational task.

🔸 You need every receipt for family reimbursement. When parents are reimbursing specific supplier payments, having every receipt attached to the supplier record makes the reimbursement conversation a one-screen exercise instead of a three-folder hunt.

🔸 You're an OFW couple coordinating from abroad. Every contract needs to be scanned and accessible. Your family in PH needs to be able to pull a copy when a supplier asks. The vault makes that possible without sharing Google Drive folders with five people.

🔸 You've had supplier disputes before. A clean paper trail — contract, payment proofs, communication notes — protects you if anything goes sideways.

Open the suppliers module →

🔢 8. Frequently Asked Questions

Is Nuptial a supplier marketplace?

No. Nuptial tracks the suppliers you find — through referrals, weddingph.com, Facebook groups, Instagram, or wedding fairs. There are no referral fees, no sponsored vendors, no marketplace. The supplier list is yours alone, and the suggestions you make to other couples stay in your head, not in our database.

How many suppliers can I save?

Unlimited on both free and Premium. Most Filipino weddings touch 10-15 suppliers; Nuptial handles double that without slowing down.

Can I share a supplier with a friend who's also planning?

Not directly through Nuptial. The supplier module is private per couple — Nuptial doesn't expose your supplier choices to other users. Most couples share vendor recommendations through Messenger directly with friends.

Do you generate supplier contracts?

No. Contracts come from each supplier. Nuptial stores them (on Premium) but doesn't generate them. We do not recommend signing a contract a supplier hasn't drafted — even a simple one-page agreement should come from their side, since they know their own service terms.

What if I switch suppliers mid-planning?

Mark the old supplier as Declined, add the new one, and promote the new quote to the budget. The old quote remains in your records for reference — nothing is deleted. Useful if you need to remember why you walked away from a supplier later.

Can I attach a quote PDF directly to the supplier record?

On Premium, yes. The supplier document vault lets you upload PDFs, images, and Word docs. They're stored privately in Supabase storage and only accessible from your account.

Will Nuptial remind me when a payment is due?

Yes, deposit and balance due dates appear in the dashboard and on the wedding timeline. Premium adds optional email reminders for payments coming up in the next 14 days.

Related reading:

• Wedding Suppliers Manila: How to Vet, Negotiate & Avoid Scams
• The Suki vs New Vendor Dilemma — And Why Familiarity Costs More
• Contracts and Fine Print: The Vendor Traps Couples Miss
• Wedding Budget for Filipino Weddings — 20 Categories, One View

Close the 47 browser tabs. Open the suppliers module →