How to Manage Vendors and Compare Quotes
Finding the right vendors is one of the most time-consuming parts of event planning. You are emailing caterers, calling DJs, texting florists, and trying to keep track of who quoted what - usually across a dozen email threads and a spreadsheet that is already out of date. Ripluo's vendor management tool puts everything in one place: your vendor database, quote requests, quote comparisons, and direct integration with your event budget.
This tutorial covers the complete vendor workflow from building your database to accepting a winning quote.
Step 1: Build Your Vendor Database
From your event dashboard, click Vendors in the left sidebar. This is your centralized vendor hub for the event.
Click "Add Vendor" to create a vendor record. Each record includes:
- Business Name - The vendor's company name
- Category - Catering, Photography, DJ/Music, Florist, Venue, Decorator, Lighting, Sound, Entertainment, Equipment Rental, Transportation, Videography, Security, and more
- Contact Name - Your primary point of contact
- Email and Phone
- Website
- Notes - Any relevant details like past experience working with them, pricing notes, or referral source
Build this database over time. Even if you do not hire a vendor for this event, their record is there for next time. The more events you plan, the more valuable your vendor database becomes.
Step 2: Organize by Category
Ripluo comes with common vendor categories built in, but you can add your own. This is important because it lets you filter your vendor list to see all caterers, all photographers, or all AV companies at a glance.
When you are comparing options for a specific service, category filtering saves you from scrolling through your entire list. Click the category filter at the top of the vendor list and select the type you are looking for.
Step 3: Request Quotes
When you are ready to get pricing, you do not need to switch to email. Ripluo lets you send quote request forms directly to vendors.
Click "Request Quote" on a vendor record and fill in what you need:
- The service you are requesting (e.g., "Full-service catering for 200 guests")
- Date and time of the event
- Any specific requirements or preferences
- Your budget range (optional - you decide whether to share this)
The vendor receives a professional quote request form they can fill out and submit. Their response comes directly into Ripluo - no email hunting required.
Step 4: Collect and Compare Quotes
As quotes come in, they appear on the vendor's record and in your event's quote overview. Each quote shows the vendor name, service description, price, and any notes or line items the vendor included.
The comparison view lets you see quotes side by side for the same category. Looking at three catering quotes? You can compare pricing, included services, and terms without flipping between emails or tabs.
This is where most planners save real time. Instead of building a comparison spreadsheet from scattered emails, the quotes are already organized and ready to review.
Step 5: Accept a Quote to Your Budget
Found the right vendor? Accept their quote and use the amount as a reference when adding the expense to your event budget. Having the quote details stored alongside the vendor record means you do not need to dig through emails to find the agreed price.
This creates a clean paper trail from quote to budget that you can reference later. If your client asks why you chose a particular caterer, you can show the comparison and the accepted quote in one place.
Step 6: Track Vendor Communication
Every interaction with a vendor - quote requests, responses, notes, and status changes - is logged on their record. This gives you a complete communication history without searching through email.
You can also add manual notes after phone calls or in-person meetings so nothing gets lost. When you are coordinating with multiple vendors for a large event, this timeline becomes invaluable for keeping track of who said what and when.
Get Started for Free
Vendor management is included in Ripluo's free event planning tools. Create your free Ripluo account and start building your vendor database today. Whether you are planning your first event or your hundredth, having all your vendor information and quotes in one place makes the process faster and less stressful.
Frequently Asked Questions
Can I use my vendor database across multiple events?
Yes. Vendors you add to one event can be accessed and added to other events as well. Over time, your vendor database grows into a valuable asset you reference for every new event you plan.
Do vendors need a Ripluo account to submit quotes?
No. Vendors receive a link to a quote form they can fill out without creating an account. Their response comes directly into your Ripluo event.
Can I track payments to vendors?
Yes. Once a quote is accepted and added to your budget, you can log payments against that budget line item - tracking deposits, progress payments, and final balances.
What vendor categories are available?
Ripluo includes common categories like Catering, Photography, DJ/Music, Florist, Venue, Decorator, Lighting, Sound, Entertainment, Equipment Rental, Transportation, Videography, Security, and Other. These cover the vast majority of vendor types you will work with.
