Vendor Financial Terms

Financial & Relationship Intelligence is the last section on a vendor's Overview tab. It holds three things: what you have agreed with them, how the relationship is going, and what they need on site.

Financial terms

The summary shows Payment Terms, Deposit Required, Contract Required and Insurance Required. Edit beside Financial Overview opens the rest — or Add when there is nothing on file yet:

Typical Cost Per Event is a number you type, not an average the system works out. It is there so you can budget from it, and it is only as good as your last update.

There is no billing contact, no billing email, no minimum spend and no separate currency setting. Payments are made however you already make them; this is the record of what was agreed.

Lifetime spend is not filled in

The underlying record has places for lifetime spend, spend in the last year and total events — and the vendor spend analysis in Reports reads them.

Nothing writes them. They stay at zero however many weddings a vendor works, which means vendor spend in Reports reads as zero across the board. That is not your data missing; it is a figure the product never calculates.

Until it does, Typical Cost Per Event multiplied by the booking count on the Bookings tab is the closest honest estimate, and it is worth doing by hand before a rate negotiation rather than trusting a report that will tell you that you have never spent anything.

Relationship Health

Two figures, both worked out from dates rather than opinions.

Status follows how long it has been since you last booked them:

Health score starts at 100 and subtracts for staleness — a penalty for time since the last booking, and another for time since you last logged contact, each capped so neither alone can sink it.

Which means the score rewards one thing you might not expect: logging a phone call. Contact you do not record looks identical to contact you never made.

You can also mark a vendor as preferred from this section.

Operational Details

What the vendor needs on site, recorded once rather than re-asked every wedding: Setup Time, Breakdown Time, Typical Arrival Time, Typical Staff Size, Equipment Needs, Space Requirements, Power Requirements, Load-in Location, Parking Requirements and Special Requirements.

These show against the vendor when you assign them to a wedding, which is where they earn their keep.

Practical use

• Fill in Operational Details once for anyone you book twice. It is the single most reused information on the record.
• Log communications. The health score reads recency of contact, and it is the half you control.
• Update Typical Cost Per Event after a rate change, since nothing else tracks what they cost.
• Do not plan a negotiation from the Reports spend figures; they are not populated.

Frequently Asked Questions

Why does Reports show zero spend for a vendor I use constantly? The lifetime spend fields are never calculated. Nothing is wrong with your data.

Is Typical Cost Per Event an average? No. It is a figure you enter.

Does commission tracking bill anyone? No. It records what you agreed. Collecting it is a normal invoice.

What makes a vendor go "at risk"? Six months without booking them. It is about recency, not quality.