Dark title card reading Wedding Budget by Guest Count, with a laptop showing the Budget Summary tab with cards and a category table.
  • Dark title card reading Wedding Budget by Guest Count, with a laptop showing the Budget Summary tab with cards and a category table.
  • The Setup tab with a wedding name, total budget and a guest count cell, and worked-out guests per table and invitations.
  • The Budget tab, a wide table of categories, vendors, cost basis, units, planned, quoted and paid columns with yellow input cells.
  • The Guest Count Compare tab with six guest counts, totals, cost per guest and budget left, above a bar chart of total cost.
  • The Budget Summary tab with Guests, Working total, Total budget, Budget left, Paid and Left to pay cards, and a table by category.
  • A table of next payments soonest first, with item, vendor, due date, days left and amount, one date shown in red.
  • Two panels: the two .xlsx files, Example and Blank, and the tabs Start Here, Setup, Budget, Budget Summary and Guest Count Compare.
  • A text panel on how the file was tested, with test data run through LibreOffice and compared with a Python calculation.

Wedding Budget Spreadsheet

Most wedding costs depend on how many people come, so this workbook starts there. Enter the guest count on Setup and each line that scales with people updates, whether it is priced per guest, per table or per invitation, and so does the grand total. On the Budget tab, 27 starter lines are ready and the sheet has room for 60. Enter a planned price, a quoted price and the amount paid, and a Minimum units column covers a caterer's floor. Guest Count Compare lays six different counts next to each other. Budget Summary shows what is left, plus the 12 payments due soonest. The Example file uses made-up vendors, and the Blank file has no prices. Example prices say nothing about real costs.

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Excel for Mac recalculated every cell with no errors, and LibreOffice matched a Python check. No new data was typed. Excel for Windows and Google Sheets not tried.

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What's included

  • Wedding-Budget-by-Guest-Count-Example.xlsx, filled in with made-up vendors and prices
  • Wedding-Budget-by-Guest-Count-Blank.xlsx, with starter lines and no prices
Two panels: the two .xlsx files, Example and Blank, and the tabs Start Here, Setup, Budget, Budget Summary and Guest Count Compare.

How it works

  1. The Setup tab with a wedding name, total budget and a guest count cell, and worked-out guests per table and invitations.
    One number on Setup The Setup tab, where the guest count you type feeds per guest, per table and per invitation lines.
  2. The Budget tab, a wide table of categories, vendors, cost basis, units, planned, quoted and paid columns with yellow input cells.
    Planned, quoted, paid The Budget tab with a row for each vendor. The yellow columns are the ones you type in.
  3. The Guest Count Compare tab with six guest counts, totals, cost per guest and budget left, above a bar chart of total cost.
    Six guest counts The Guest Count Compare tab with six counts across the top and a bar chart of the total at each.
  4. The Budget Summary tab with Guests, Working total, Total budget, Budget left, Paid and Left to pay cards, and a table by category.
    Totals and categories The Budget Summary tab with cards for total, budget left and paid, then a table by category.
  5. A table of next payments soonest first, with item, vendor, due date, days left and amount, one date shown in red.
    Next payments The lower part of Budget Summary, listing payments soonest first with days left, one already past due.

Compatibility and file formats

An .xlsx workbook with ordinary formulas. No macros and no add-ins. A script recalculated it in LibreOffice 26.8 and compared the results with a separate Python calculation. Another script confirmed it uses no LAMBDA, LET, XLOOKUP or spill formulas. A script also opened this file in Microsoft Excel for Mac 16.114.3 and ran a full recalculation: every cell matched the values stored in the file, with no error cells. That test did not type new data into Excel or look at the screen. Excel for Windows and Google Sheets have not been tried.

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Video

Questions

How does it know what follows the guest count?

Each line has a Cost basis. Flat stays the same. Per guest uses the guest count. Per table uses guests divided by guests per table, rounded up. Per invitation uses guests divided by guests per invitation, rounded up.

A vendor gave me one total, not a price per guest. What do I do?

Set that line to Flat and type the total in Quoted price. It will then stay the same when the guest count changes.

Does a quote replace my planned price?

In Working cost, yes. Planned cost stays on the row, and Quote minus plan shows the difference.

This file adds up what you type. Prices in the Example are made up and are not a guide to real costs. It gives no financial advice. License: for your personal use only. No resale or sharing of this file. AI helped write the listing text, the how-to text, the task lists and the code that builds these files. Scripts tested units, planned cost, quoted cost, working cost, left to pay, the Check column, the category table, the payment list and the Guest Count Compare tab, on 10 sets of test data including the guest count changed on the same lines, a count of 0, tables on the exact boundary, a minimum above the count, a free quote and a full 60 lines. No person is claimed to have checked it unless stated here.