Overview
Vendor Guidelines in Wedy Pro let you define your standard business policies, expectations, and working terms in one place. Once saved, these guidelines automatically appear in every Smart Document contract you send to clients — no manual copy-pasting required. Whether you need to outline your cancellation policy, travel fees, overtime rates, or image usage rights, your guidelines stay consistent across every contract.
Time to complete: 5–10 minutes.
What are Vendor Guidelines?
Vendor Guidelines are reusable text entries that describe your service policies and working terms. Each guideline is a standalone statement — for example, a cancellation clause, a timeline for deliverables, or a note about travel expenses. When you create a contract using Smart Documents, Wedy Pro pulls your saved guidelines directly into the document. This means every contract a client receives includes the same professionally worded terms, without you retyping them for each project.
For event professionals, this is especially valuable. A wedding photographer in Los Angeles, for instance, might have guidelines covering backup equipment policies, image turnaround timelines, overtime charges for receptions that run past midnight, and usage rights for portfolio display. Instead of rewriting those terms for every new client, the photographer saves them once in Vendor Guidelines and they flow into every contract automatically.
How to navigate to Vendor Guidelines
Click Profile in the sidebar under the Marketplace section.
Select the Vendor Guidelines tab from the profile sidebar navigation.
The Vendor Guidelines page displays your current guidelines in a list that you can reorder, edit, or expand at any time.
How to add a new guideline
On the Vendor Guidelines page, click Add Guideline at the top of the page.
In the modal that opens, type your guideline text in the Guideline text area. Write a clear, specific statement — for example: "A 50% non-refundable retainer is required to secure your event date."
Save the guideline. It appears in your guidelines list immediately.
You can also use the Add guideline button at the bottom of the list to append a new entry.
How to edit an existing guideline
Find the guideline you want to change in the list.
Click the edit action on the guideline item.
Update the text in the modal and save your changes.
Edits take effect the next time you create a contract. Contracts already sent to clients retain the version of guidelines that was included at the time of sending.
How to reorder your guidelines
The order of your guidelines matters — it determines how they appear in contracts. Drag guidelines up or down to arrange them by priority. Place your most important terms first so clients see them immediately when reviewing the contract.
How to delete a guideline
Click the delete action on the guideline you want to remove.
Confirm the deletion in the dialog that appears.
Deleted guidelines are removed from future contracts. Previously sent contracts are not affected.
How guidelines appear in contracts
To see exactly how your guidelines will look inside a contract, use the built-in preview feature:
Click the Preview button (eye icon) at the bottom of the Vendor Guidelines page.
The page switches to Contract Preview mode, showing your business name, email, phone number, and the full list of guidelines in a contract-like layout.
Review the formatting and order of your terms.
Click Exit Preview (eye-off icon) to return to the editing view.
When you send a Smart Document contract to a client, your guidelines appear as a dedicated section within the document. Clients can read your policies as part of the standard contract review and e-signing flow — building trust and setting expectations before the event.
What to include in your guidelines
Strong vendor guidelines protect both you and your clients. Here are common topics event professionals cover:
Cancellation and refund policy — Define what happens if either party cancels, including deadlines, refund percentages, and non-refundable deposits.
Travel fees and radius — Specify whether you charge for travel outside a certain distance, mileage rates, or accommodation requirements for destination events.
Overtime rates — State your hourly or per-event overtime charge for coverage that extends beyond the contracted time.
Image and content usage rights — Clarify who owns the final deliverables, whether you can use images for your portfolio, and any restrictions on client redistribution.
Deliverables timeline — Set expectations for turnaround times — such as "edited photos delivered within 4–6 weeks" or "first video draft within 30 business days."
Liability and force majeure — Outline limitations of liability, equipment backup plans, and how unforeseeable circumstances (weather, venue changes) are handled.
Payment terms — Reference your retainer requirements, payment schedule, and accepted payment methods.
Revisions and edits — Specify how many rounds of revisions are included and the cost of additional changes.
Tips for effective vendor guidelines
Keep each guideline focused — Write one clear policy per guideline entry. Clients can scan your terms more easily when each point stands alone.
Use plain language — Avoid legal jargon where possible. Your guidelines should be understandable without an attorney.
Review regularly — Update your guidelines as your business evolves. If you raise overtime rates or adjust cancellation terms, update the guideline once and every future contract reflects the change.
Use the preview before sending — Always check Contract Preview to verify how guidelines read in context before sending your next contract.
Complement your FAQs — Use your profile FAQs for common client questions and your Vendor Guidelines for formal contractual terms. Together, they cover both the conversational and legal sides of client communication.
Frequently asked questions
Do my guidelines appear in every Smart Document I send?
Your Vendor Guidelines are included in Smart Document contracts. They serve as the standard terms section that clients see when reviewing and signing a contract through Wedy Pro.
Can I have different guidelines for different clients?
Your Vendor Guidelines apply consistently across all contracts. This ensures every client receives the same professional terms. If you need to customize terms for a specific project, you can edit the contract content directly within the Smart Document editor before sending.
What happens if I update a guideline after sending a contract?
Contracts that have already been sent retain the version of your guidelines that was included at the time of sending. Updates only apply to new contracts created after the change.
Is there a limit to how many guidelines I can add?
There is no hard limit. Add as many guidelines as your business requires — but keep the list focused and relevant so clients are not overwhelmed when reading through your contract terms.