Importing an Already-Booked Wedding

If you signed a couple before you started using Gilded, you don't have to run them back through a proposal and contract just to track their payments. You can import the wedding directly into the payment phase — enter the price and schedule, record anything you've already collected, and attach the documents you signed elsewhere.

This is the fastest way to move your existing book of business into Gilded on day one.

When to Use This

Use the booked-wedding import when the contract is already signed outside Gilded — on paper, in another tool, or over email. The wedding skips straight to collecting payments.

If the couple hasn't signed yet, don't use this. Create a normal event and send them a contract or combined document so Gilded handles the signature for you.

Starting the Import

The import lives inside the regular new-event flow:

1. Click New Event from your dashboard or the Events page
2. Fill in the couple's details as usual (client name and email are all that's required)
3. Turn on the switch labeled "This wedding is already booked"

The helper text spells out when to use it: "For a contract already signed outside Gilded — enter the pricing and skip to collecting payments. Not signed yet? Leave this off."

Flipping the switch reveals a Pricing & Payments section, which opens automatically.

Entering Pricing and the Payment Schedule

In the Pricing & Payments section:

• Total contract value — the full price of the booking
• Payment schedule — one row per installment. Each row has a Label (e.g. "Deposit"), an amount, and an optional Due date. The section starts you off with a "Deposit" and a "Balance" row; click Add installment to add more.

A running tally shows "Installments total $X of $Y" so you can confirm the installments add up to the contract value before you save.

Marking Installments You've Already Collected

For any installment the couple has already paid you (deposit taken months ago, for example), check "Already paid" on that row. A Received date field appears, defaulting to today — set it to when the money actually came in.

These are recorded as payments collected outside Gilded, so your collected total and the timeline are accurate from the moment the event is created. They are not Stripe charges — Gilded is just keeping the record straight.

Attaching Your Existing Documents

In the Documents section you can attach the paperwork you already have. Click Add document, choose the file, and tag what it is:

• Proposal
• Contract
• Proposal & Agreement (a combined document)

You can attach more than one — for example, both the proposal you sent and the contract they signed. Accepted files are PDF or Word (.docx), up to 15 MB each.

These uploads are read-only records of documents created and signed outside Gilded. They are not Gilded-executed, so they don't carry signing controls or an audit log — they're there for reference and download.

Turn an Upload Into a Template

Next to each document is a checkbox: "Also create a reusable template from this." Check it and Gilded will run the uploaded document through AI Document Import in the background, turning it into a reusable template while your event is created. Handy when the contract you've been using elsewhere is one you'll want to send from Gilded going forward.

What Happens on Save

When you submit, Gilded creates the event already in the payment phase — no prospect/proposal/contract steps. You'll see a "Booked wedding imported" confirmation and land on the event detail page, where:

• The workflow shows an Existing Booking track that starts at the signed contract and moves through your payment schedule (see Event Workflow and Statuses)
• Any installments you marked Already paid show as collected outside Gilded
• Your attached documents appear as read-only records
• Remaining installments are ready to request through Stripe like any other event (see Requesting Payments)

Tips

• Bring the deposit in with the event. If you've already taken a deposit, marking that installment "Already paid" keeps your collected totals honest from the start.
• Attach the signed contract for your records. Even though it's read-only, having the signed PDF on the event means everything for that couple lives in one place.
• Use the template checkbox to migrate your paperwork. Importing your go-to contract as a template once means every future couple can be handled entirely inside Gilded.