Vendors take a deposit up front and the balance before the event. Compute the deposit (a percentage or flat amount) and the remaining balance, with a due date, for every vendor.
The example
$8,000 vendor, 30% deposit.
| A | B | |
|---|---|---|
| 1 | Item | Value |
| 2 | Deposit (30%) | 2400 |
| 3 | Balance | → $5,600 |
The formula
The formula:
How it works
How it works:
- Deposit =
ROUND(total × deposit_percent, 2)(or a flat retainer). - Balance due =
total - deposit— owed before the event. - Add a due date:
event_date - days_beforefor the final payment. - Sum all deposits and balances to see cash outflow by date.
A payment calendar prevents surprises. Listing every vendor with deposit, balance, and due date — then a running total of what’s due each month — turns scattered contracts into a cash-flow plan. SUMIFS by month shows the heavy payment periods (often the final 30 days), so you can set money aside before the bills land.
Try it: interactive demo
Total cost and deposit percent.
Variations
Deposit amount
Up front:
Balance due date
Before the event:
Due this month
Cash planning:
Pitfalls & errors
Read the contract. Deposit %, due dates, and refundability vary by vendor.
Non-refundable deposits. Most retainers don’t come back — plan accordingly.
Plan the cash. Final balances often cluster in the last month.
Practice workbook
Frequently asked questions
How do I calculate a vendor balance after a deposit in Excel?
How do I compute the deposit?
How do I plan when payments are due?
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