Kelvaro keeps vendor onboarding, contract currency, deposits, approved changes, final balances, payout status, and wedding-level cost together so planners can close the event without rebuilding vendor history from email and bank records.
What should wedding vendor payment software track?
A useful wedding vendor payment workflow should connect each vendor to the wedding, agreed compensation, deposits, approved changes, final approval, payout status, and event-level cost. The vendor record should also remain reusable when the same partner works future weddings.
Planners often reuse the same photographers, florists, DJs, assistants, and local partners, yet payment details are rebuilt event by event. Deposits live in one place, final balances in another, and approved changes arrive through messages.
Kelvaro keeps the payee record reusable while each wedding carries its own commercial terms, approvals, payouts, and final cost.
Keep core payee information available when a preferred vendor returns for another wedding.
Attach fees, deposits, currency, approved extras, and payment timing to the specific event.
Review the final amount and any change orders before money moves.
Keep international vendor documentation, currency context, and externally completed payment records alongside the wedding; international payout execution is outside the current controlled pilot.
Track pending, processing, completed, and exception states without checking separate banking screens.
Preserve actual vendor cost for post-event margin review and future quoting.
Start with one payee record rather than rebuilding vendor information for every event.
Record event, fee, deposit schedule, currency, and payment terms.
Keep scope additions or fee adjustments separate from the original agreement.
Resolve exceptions before the payment is released.
Keep status and payment reference attached to the event and payee.
Reconcile the payment and preserve actual vendor spend for the wedding.
Kelvaro is especially useful when a planning team handles many events, reuses preferred vendors, coordinates destination-partner records, or needs cleaner event-level margin reporting.
Kelvaro organizes payment operations. It does not determine whether a person is an employee, independent contractor, or business vendor. Classification and tax treatment should be resolved under the rules that apply to the engagement.
Yes. Kelvaro is designed to keep multiple approved payment stages tied to the same wedding engagement.
Yes. The core payee record can be reused while each wedding keeps its own fees, approvals, and payment history.
Yes. International vendor documentation, currency context, and external payment records can stay attached to the event-level record, but international payout execution is outside the current controlled pilot.
No. Kelvaro focuses on contractor and vendor operations, especially onboarding, approvals, payments, and reconciliation.
Replace payment spreadsheets and scattered approvals with one vendor operations workflow.
See Kelvaro for wedding planners →