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Wedding Spreadsheets

APW x Zola
So you’re planning a wedding, huh? You’re having a blast creating your wedding Pinterest board, and then suddenly it hits you. You need a wedding guest list template. And a day-of wedding timeline. And a vendor contact list. You’re throwing a massive event, and Pinterest alone is not going to cut it. While we at APW know that weddings have a certain kind of magic in them, we also know it’s not the kind of magic where the beer walks itself to the venue. But you’re in luck! Because we’ve partnered up with Zola to bring you all the spreadsheets you’ll need to plan your wedding. With the Zola App, you can take advantage of their customizable checklist, manage your guest list, and of course build your registry (now with the help of your very own Zola concierge.) It’s all free, you just have to click here to create your account. Now, down to business:


Wedding checklist: Figure out what you do (and don’t!) need to keep track of to make this as stress-free as possible. Customize our printable wedding checklist for whatever planning timeframe you’re working with. And don’t worry, ‘get a spray tan’ isn’t even listed on there once. (And psst, if you’re looking for a checklist you can use on the go, that’s where Zola comes in handy. Tell them what type of wedding you’re having, and they’ll make recommendations personalized to you. They can even personalize your checklist based on whether or not you’re having a certain kind of religious or cultural ceremony. Add the tasks you want, delete ones you don’t need, then Zola will help remind you to get it done.)

Wedding budget spreadsheet: Yes a budget matters! And yes you can easily figure out what works best for you as a couple, AND stick to it. Before you download our budget spreadsheet, click here and read up on how to avoid the trap of accidentally overspending for your wedding.

Wedding Guest List Template: Keep track of your guests—arguably one of the most important things you’ll do—with our wedding guest list template. Or if you’re looking to integrate your guest list with your registry, Zola easily lets you collect mailing addresses, send messages, and even collect RSVPs. Zola formats all guest info for you so if you need to export your list to vendor or upload to an invitations site, it’s ready to go. (Plus when you’re done, all that info makes thank you cards a breeze.)

Wedding Vendor Contact List: When you hand off all these lists to someone else, that person needs to know how to contact everyone important. Fill out our vendor contact list and then pass it along.

Important People Contact: You’ll want your family’s and wedding party’s contact information all in one place. This spreadsheet also lets you file away their travel information, which will prove helpful.

Wedding Packing List: Half of managing a wedding is hauling all the stuff to the venue and getting it home again. Here we give you a sample pack list. Fill it out, print it out, and have someone check off each item loaded into a car on the way to the venue and on the way home.

Photography shot list: Keep track of specific group shots you need or additional images or locations you wanted pictures of with our photographer-approved shot list.

Wedding Weekend Spreadsheet: Most modern weddings stretch out for a day or two, at least for the couple and their families or wedding party. You’ll need plans for that whole period, and this spreadsheet will help you do it.

Wedding Day Of Timeline (DIY, Morning): This is it. The mother of all wedding planning spreadsheets. The most important document you’ll have (and I’m not even joking). We’ve created two versions of the spreadsheet for you to modify to your heart’s content. This one is for a morning wedding with more DIY elements.

Wedding Day of Timeline (Formal, Evening): The mother of all wedding planning spreadsheets for an evening wedding with more wedding vendors.


Clicking on the icons below will open Google Drive spreadsheets in a new tab. From there, click on File and then Make a Copy to save the spreadsheet to your own account. (You need to be signed into your Google account to do this.)



Don’t need the whole workbook? Download each spreadsheet individually. 



You’ll want the book A Practical Wedding and the A Practical Wedding Planner to go with all this. Spreadsheets are nice, but walking you through planning step by step and saving your sanity is way better.

Now, back to the site. More planning tools are over here, and don’t forget the APW Vendor Directory. Plan safe, kids.


This page was sponsored by Zola. With Zola, you can personalize your registry so that it actually looks and feels like you (and then add items from any retailer, so that it also represents you). And then they’ve packed it with tons of user-friendly features from planning checklist, guest list, and group gifting to shipping control (aka you tell your registry when you want to receive stuff), and the lowest fee in the industry for cash gifts. You can even register for activities to do with your partner after you’re married, or use the handy Zola app (with barcode scanner) to register for items at your favorite stores. And if you change your mind about something after you’ve registered for it? No problem. Zola makes online exchanges quick and easy. Zola will even help you keep track of thank you notes because that’s one less thing you should have to worry about yourself. Click here for a full list of Zola’s features and sign up for Zola today!