Spreadsheets are perfect for planning. PDFs are perfect for sharing. If you choose the right format for each task, you will avoid version confusion and make suppliers happy.
Use spreadsheets for live planning
Spreadsheets are great for guest lists, budgets, and to do lists because they are easy to update. Use a single working spreadsheet to avoid duplicates and keep your data tidy.
Use PDFs for sharing final details
PDFs are ideal when you want to share a final plan that should not be edited. They look polished and print well. Suppliers prefer PDFs because the information is clear and stable.
What to share as PDFs
- Final guest list and table plan
- Day timeline and supplier schedule
- Menu choices and dietary list
- Venue setup notes
How to avoid version mix ups
- Keep one working source for each list
- Export PDFs only when the list is final
- Add dates to file names if you need multiple versions
- Send updates to everyone at the same time
Want polished exports without the extra work? Wedli lets you export guest lists, budgets, and seating plans as clean PDFs or spreadsheets whenever you need them.
Get started at app.wedli.co.uk