Vendors rarely go out of business overnight. There''s usually 3–6 months of warning signs. Here''s what to watch for so you have time to protect yourself.
Financial distress indicators
- Website missing payment processor or switching payment methods (from Stripe to Zelle, Venmo, or "just mail a check"). Processors sometimes close accounts over chargebacks or risk flags.
- Sudden "pre-payment discounts" of 15%+ for paying the remaining balance early. Legitimate vendors offer small incentives; desperate ones offer aggressive ones.
- Delayed vendor-to-vendor payments: your photographer isn''t paying the second shooter, or your caterer hasn''t paid their produce supplier. Wedding industry is a small world — talk to your planner.
- Instagram and marketing going quiet: legitimate vendors post consistently. A six-week gap in social posting during busy season is unusual.
Operational warning signs
- Staff turnover: the lead photographer or planner assigned to you suddenly changes, and the new one is less experienced.
- Email response times dropping from 24 hours to 5–7 days, especially if consistent with other clients complaining online.
- Vendor downgrades: "our regular florist is on break, we''re using a substitute" — usually means a supplier relationship fell apart.
- New questions about your contract terms: if the vendor keeps asking you to confirm details already in writing, it''s a sign of disorganization or that records have been lost.
Public signals to check
- Texas Secretary of State business filings: check if the LLC is in good standing. "Forfeited" or "franchise tax account not in good standing" means they''re behind on Texas franchise tax.
- BBB profile: sudden surge in unresolved complaints.
- Google reviews: multiple recent one-stars mentioning the same specific problem.
- Local wedding community groups: San Antonio-area Facebook groups almost always know 2–3 weeks before a vendor implodes.
What to do when you see warning signs
- Verify with a phone call, not just email. Hear their voice. Ask direct questions.
- Lock in remaining deliverables in writing. If they''ve promised anything verbally, get it texted or emailed.
- Stop advance payments. If you''re 30 days out and they''re asking for final payment early, refuse. Pay on delivery.
- Confirm third-party arrangements: does the photographer have the venue contact? Does the caterer have the current final count? Re-establish these as if you''re starting fresh.
- Line up a backup. No formal contract needed — just a known alternative who''s available your date.
If they go under before your wedding
- Chargeback paid balances within 120 days.
- Check wedding insurance coverage.
- File BBB complaint to add to pattern if others affected.
- File Texas AG consumer complaint.
- If bankruptcy was filed, submit a proof of claim promptly.
The honest reality
You will not recover 100% of a pre-bankruptcy wedding vendor loss. Goal: recover 30–70%, minimize the scrambling cost, and preserve the wedding itself.
Sources: Texas Secretary of State — Business Filings, Texas Comptroller — Franchise Tax, BBB San Antonio.