The couples who stay on budget aren't necessarily better at saving money—they're better at knowing what's coming. A wedding involves hundreds of decisions spread across 12-18 months. Without a system for tracking what needs to happen and when, tasks slip through cracks, deposits get missed, and last-minute bookings cost more than planned alternatives would have.
This checklist solves that problem. Every essential wedding planning task is here, organized by when it needs to happen, with budget notes so you understand the financial implications of each decision. It's the difference between reacting to your wedding timeline and controlling it.
Why You Need a Wedding Budget Checklist
Wedding planning apps offer digital checklists, but they're designed to keep you engaged with their platform, not to actually help you plan efficiently. Their task lists are padded with optional items and recommendations that benefit their vendor partnerships. This checklist is different—it focuses only on what actually needs to happen, with honest budget information attached.
Never Miss a Deadline
Deposit due dates, vendor booking windows, and payment schedules are all mapped to your timeline. No more scrambling because you forgot something.
Budget Impact Visibility
Every item includes cost ranges and budget notes. You'll understand the financial weight of each decision before you make it.
Proper Sequencing
Some tasks depend on others being complete first. The checklist is organized so you tackle things in the right order.
Focus on Essentials
No fluff, no optional add-ons marketed as necessities. Just the core tasks that every wedding requires.
Checklist Preview: What's Included
Here's a preview of the checklist organized by timeline phase. Each item includes the task, when it needs to happen, and budget notes explaining cost implications and payment timing.
12+ Months Before
Major vendor bookings and foundational decisions—the choices that shape everything else
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Set overall wedding budgetDiscuss with contributing family members. Document who's paying for what.
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Choose wedding date and backup datesSaturday evenings cost 30-50% more than Fridays or Sundays
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Research and book venue$3,000-$15,000+ | Deposit: 25-50% due at signing | Popular venues book 12-18 months out
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Book photographer and/or videographer$2,500-$6,000+ | Deposit: $500-$1,500 | Top photographers book 12+ months ahead
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Research and book caterer (if not venue-provided)$75-$200/person | Deposit: 25-50% | Get written quotes from 3+ vendors
9-11 Months Before
Complete major vendor bookings and start assembling your wedding party
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Book florist$2,000-$8,000+ | Deposit: $500-$1,000 | Peak season florists book 9-12 months out
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Book DJ or bandDJ: $1,000-$2,500 | Band: $3,000-$10,000+ | Deposit: 25-50% due at booking
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Choose wedding party membersConsider costs you may cover: hair, makeup, transportation, gifts
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Start dress/attire shopping$1,500-$5,000+ for dress | $200-$1,000 for suit | Order 8-10 months ahead for alterations time
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Book officiant$200-$800 | Some require pre-marital counseling sessions
6-8 Months Before
Finalize major vendors, start guest list, and make design decisions
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Finalize guest listEvery guest adds $150-$400 to total cost—keep list tight if budget-conscious
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Order save-the-dates$100-$300 | Digital saves money, physical feels premium
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Book honeymoon travelAirfare and hotels booked 6+ months out save 20-40%
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Schedule engagement photosOften included in photography package | Needed for save-the-dates
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Book hair and makeup artist$200-$600 | Trial: $75-$150 extra | Good artists book 6+ months ahead
4-5 Months Before
Detail planning phase—menus, rentals, transportation, and stationery
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Finalize catering menuSchedule tasting ($50-$150) | Final pricing depends on selections
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Order wedding invitations$300-$1,000+ | Order extra for mistakes and keepsakes
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Book transportationLimo/party bus: $500-$1,500 | Guest shuttles: $400-$800
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Finalize rental ordersTables, chairs, linens, glassware, lighting—get itemized quotes
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Order wedding cake$400-$1,200 | Include tasting fee | Final price based on design complexity
2-3 Months Before
Final confirmations, fittings, and marriage license
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Mail wedding invitationsMail 8 weeks before wedding | Include RSVP deadline 3 weeks before
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Schedule dress alterations$200-$600 for alterations | 2-3 fittings typically required
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Apply for marriage license$25-$115 depending on state | Check waiting periods and expiration
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Finalize ceremony detailsReadings, music, vows—confirm with officiant
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Schedule hair and makeup trial$75-$150 | Bring accessories and inspiration photos
The full checklist continues through the final week, day-before, and day-of tasks. Every item includes specific budget notes and timing guidance so you're never caught off guard.
How to Use This Checklist Effectively
A checklist only helps if you actually use it. Here's how to integrate it into your wedding planning process for maximum benefit.
Customize It for Your Timeline
The checklist is organized around a 12-month engagement, but many couples have shorter or longer timelines. If you're planning in 6 months, you'll need to compress the early phases and potentially do multiple tasks in parallel. The editable version lets you adjust dates to match your actual wedding timeline.
Add Your Specific Vendors and Details
The generic "book florist" item should become "Book [Florist Name] - deposit due [date] - final payment due [date]" once you've made that decision. Personalizing each line item makes the checklist a true working document rather than a reference.
Review Weekly
Set a weekly planning session—30 minutes to review what's due in the coming weeks, mark completed items, and identify any items that are falling behind schedule. This rhythm prevents the panic of realizing you've missed a deadline.
Cross-Reference with Your Budget Spreadsheet
Pair this checklist with our budget spreadsheet for complete financial control. The checklist tells you what to do; the spreadsheet tracks what it costs. Together, they form a complete wedding planning system.
What Makes This Checklist Different
Most wedding checklists are either too vague ("plan reception") or too detailed ("choose napkin color") without distinguishing between essential tasks and nice-to-haves. This checklist focuses on the financial and logistical essentials—the items that, if missed, will cause real problems.
Every item includes budget context because wedding planning without budget awareness leads to overspending. When you see that a task involves a $2,000 vendor deposit, you can plan your cash flow accordingly. When you know that Saturday weddings cost 30% more, you can make an informed choice about your wedding date.
The timeline is based on real vendor availability patterns, not arbitrary organization. Photographers and venues book 12+ months out in most markets, so those tasks appear early. Stationery and cake can be decided closer to the wedding date, so they appear later. This isn't random—it reflects how the wedding industry actually operates.
Checklist Categories Covered
The full checklist includes items across every major wedding category:
- Pre-Planning: Budget setting, date selection, family discussions
- Venue & Catering: Site tours, contracts, menu tastings, rentals
- Photography & Video: Booking, engagement session, shot lists
- Flowers & Decor: Florist selection, design meetings, setup coordination
- Music & Entertainment: DJ or band booking, song selections, timeline
- Attire & Beauty: Dress shopping, alterations, hair and makeup trials
- Stationery: Save-the-dates, invitations, programs, signage
- Ceremony: Officiant, license, readings, vows
- Transportation & Logistics: Guest accommodations, day-of timeline
- Post-Wedding: Thank you notes, name changes, vendor reviews
Frequently Asked Questions
The complete checklist includes 100+ items organized by timeline (12 months to wedding day) and by category (venue, catering, photography, etc.). Each item includes budget notes about typical costs and when payments are due. The checklist is comprehensive but focuses on essentials—no fluff or unnecessary extras.
Start immediately after getting engaged. The checklist begins at 12+ months out for couples with longer engagements. Even if you're on a shorter timeline, use it to understand what needs to happen and adjust deadlines accordingly. The sooner you start, the more options you have for vendors and dates.
Yes, every item on the checklist includes budget notes—typical cost ranges, when deposits are due, and hidden fees to watch for. It's designed to help you plan both the tasks and the finances simultaneously, so you're never surprised by costs.
The checklist is available as a printable PDF and an editable Google Sheets/Excel version. You can delete items that don't apply to your wedding, add custom items, and adjust timelines to match your engagement length. The editable version lets you personalize it completely.
For engagements under 12 months, work backwards from your wedding date and compress tasks into earlier timeframes. Prioritize venue, catering, and photography first as these book fastest. Some items can run in parallel rather than sequentially. The editable checklist lets you adjust all dates to match your timeline.
Ready to Plan Your Wedding?
Download the checklist and know exactly what needs to happen, when, and how much it will cost.