Wedding Planner Expense Tracking: Every Wedding's Receipts, Payments, and Profit in One Place
Fourteen vendors per wedding. A dozen weddings a season. Deposits and final payments arriving by e-transfer, Stripe, and check. ExpenseBot gives each wedding its own tag, captures the receipts from Gmail automatically, logs what every couple has paid you, and shows the profit per event — in clean Google Sheets you own.
60-day free trial · No credit card · Works in 50+ countries
The wedding planner money mess — 14 vendors × 12 weddings × 3 payment schedules
You know the drill. The florist invoices by email, the venue wants a wire, the rental company charges your card in three installments. Meanwhile the couple's deposit came by e-transfer, the second payment through Stripe, and the final one is a check you photographed at the reception. Multiply that by every wedding on your calendar, and "which event actually made money" becomes a question you can't answer until your accountant closes the books — months later.
ExpenseBot is built for exactly this shape of chaos: many simultaneous projects, receipts scattered across inboxes, and income that arrives in pieces. You get to know your profit all year — not after the season ends.
One tag per wedding — receipts sort themselves
Create a tag per event — "Wedding – Patel/June", "Wedding – Nguyen/Sept" — and every expense you tag rolls up to that wedding. ExpenseBot's nightly Gmail scan captures vendor receipts automatically from up to 3 connected inboxes; paper receipts from a venue run get snapped on your phone; anything else you forward to your ExpenseBot address.
You don't even have to create the tags yourself. The Calendar → Tags wizard reads your Google Calendar, recognizes wedding events by name, and proposes a tag per event — "wedding" is literally one of the project keywords it looks for. Site visits and venue runs near the event date get matched to the right wedding automatically.
Want to file a receipt explicitly? Forward it with project:Patel-Wedding in the subject and it lands on that wedding, no questions asked.
Track what each couple has paid you — income, not just expenses
Most expense tools stop at receipts. ExpenseBot logs your income too — Stripe payouts, PayPal, invoices, cash, and e-transfers — so the couple's deposit and final payment sit right beside what you spent on their event. Need to bill a couple? Generate a clean client invoice from any report (Bill Client) and track the invoices you've issued in your Income tab.
The payoff is the per-wedding P&L: revenue from the couple minus everything you spent on their event. Sort your season by profit and see which kinds of weddings — sizes, venues, seasons — are actually worth your weekends. It's the same per-tag P&L our freelancers use for clients, tuned to how planners work.
Reconcile your card and bank so nothing slips
Upload your card or bank statement and ExpenseBot matches transactions against the receipts it has already captured. The rental-company charge that never got a receipt, the vendor payment you meant to bill back to the couple, the subscription that renewed mid-season — reconciliation surfaces the gaps so your books match reality before tax time, not during it. It pairs naturally with the income and expense tracker that holds your season's full ledger.
Hand your accountant (or the couple) a clean report
One click gets you an expense report per wedding, a year-end tax-ready pack, or a P&L by client. Export to QuickBooks, Xero, Sage, or FreshBooks — or just share the Google Sheet, because everything already lives in your own Drive. Couples asking where their budget went? Send them the per-wedding report instead of rebuilding it in a spreadsheet at midnight.
And your accountant doesn't need to buy anything: accountants and bookkeepers use ExpenseBot free, forever. If you drive to venues and site visits, the mileage tracker logs those trips from your calendar too.
A 12-wedding season: spreadsheet-only vs ExpenseBot
| Spreadsheet only | ExpenseBot | |
|---|---|---|
| Receipt capture | Hunt three inboxes, type each one in by hand | Nightly Gmail scan across up to 3 inboxes; forward or photo the rest |
| Per-wedding profit | A formula you rebuild every season and stop trusting by August | Per-tag P&L — revenue minus spend, per event, all year |
| Client payments | Deposits in your head, finals in your bank app | Stripe, PayPal, invoice, cash, e-transfer — logged beside each wedding's costs |
| Accountant handoff | A weekend of cleanup, then email attachments | One-click reports + QuickBooks/Xero/Sage/FreshBooks export; accountants free |
Money setup for your next wedding — 5 steps
e.g. "Wedding – Patel/June" — or accept the one the Calendar → Tags wizard proposes from your calendar.
site visits and venue runs near the event date get matched to the right wedding.
add "project:Patel-Wedding" to the subject to file it explicitly.
Stripe, PayPal, invoice, cash, or e-transfer — income lands beside the expenses.
revenue from the couple minus everything you spent on their event.
Give every couple their own budget tracker (and get paid for it)
Your couples are tracking their own wedding budget somewhere — usually a spreadsheet that dies by the third vendor deposit. Point them at ExpenseBot's couple-facing wedding expense tracker instead: budget vs. actuals by vendor category, deposits and final payments paired, and a report they can share with you. And through the referral program, every couple you refer gets $20 off — and you get $20 (Give $20 / Get $20).
Pricing for planners
$10/month flat, with a 60-day free trial and no credit card required. Annual is $100/year and includes your last completed year's Gmail scan free (a $20 value) — handy if last season's receipts are still sitting unfiled in your inbox. Older seasons are one-time unlocks: $20 for the last completed year, $40 for any year further back. See full pricing.
Subscription covers the current year and ongoing scanning, up to 3 Gmail inboxes, reconciliation, reports, exports, and mileage — with all records in Google Sheets in your own Drive.
Know which weddings are worth your weekends
Tag your next wedding, connect Gmail, and watch the receipts file themselves.
Start free — no credit card, 60-day trialFrequently asked questions
Can I track expenses separately for each wedding I plan?
Yes — create a tag per wedding (or let the Calendar → Tags wizard propose them from your Google Calendar events). Every receipt, vendor payment, and client payment tagged to that wedding rolls up into a per-wedding P&L, so you can see exactly what each event earned.
How do vendor receipts get in? I get them in three different inboxes.
Connect up to 3 Gmail accounts (subscription) and ExpenseBot scans them nightly for receipts automatically. You can also forward receipts to your ExpenseBot address or snap a photo of paper receipts on-site — everything lands in the same Google Sheet, tagged to the right wedding.
Can I invoice my couples through ExpenseBot?
You can generate a clean client invoice from any report (Bill Client) and track which client invoices you've issued in your Income tab. ExpenseBot isn't a full invoicing suite — it's the layer that keeps every wedding's money organized and your books clean.
Does my accountant need a subscription?
No — accountants and bookkeepers use ExpenseBot free, forever. Share your records in one click; everything lives in clean Google Sheets in your own Drive.
I plan destination weddings — does it handle other currencies?
Yes. ExpenseBot detects the currency on receipts across 40+ currencies and converts amounts to your reporting currency. It works in 50+ countries.