Every time a customer pays you, Digital Florists creates a transaction — a record that ties together what was bought, how it was paid for, and the current payment status. Whether the payment happens at the till, on an order page, through a payment link, or against an invoice, the underlying system is the same.Documentation Index
Fetch the complete documentation index at: https://docs.florists.digital/llms.txt
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This page covers features gated by Manager-tier permissions. Managers and Admins have these by default; your administrator can adjust who has them in Settings > Team.
What is a transaction?
A transaction is a container for one or more payments. When a customer buys a bouquet at the POS and pays with cash, that’s one transaction with one payment. When a customer pays half by gift card and half by card, that’s one transaction with two payments — see Split payments. Every transaction tracks the total amount due, every individual payment recorded against it (with method, amount, and timestamp), the current payment status, and which surface it came from (POS, order, event, payment link, or invoice).Where you take payments
Payments happen in five places across your shop. The transaction system behind them is the same; the methods available depend on the surface.| Context | Where | Available methods |
|---|---|---|
| Point of Sale | At the till during a walk-in sale | Cash, card, gift card, account, loyalty, split |
| Order payments | From an order’s detail page in the dashboard | Card, gift card, account |
| Event deposits | From an event’s payment section | Card, account, payment link |
| Payment links | Sent to the customer via email or SMS | Card (online checkout via Stripe) |
| Invoice payments | When a customer pays an outstanding invoice | Card, account, payment link |
The methods you see depend on which are enabled and on the surface. Cash is POS-only. Account payments require a customer with a credit account. See Payment Methods for the full list and what each one does.
Payment statuses
Every transaction has a status:| Status | Meaning |
|---|---|
| Unpaid | No payment has been made yet. |
| Partially Paid | Some payment received, but a balance remains. |
| Paid | The full amount has been collected. |
| Over Paid | More was collected than the transaction total — adjust with a refund. |
| Refunded | The entire payment has been returned to the customer. |
| Partially Refunded | Some of the payment has been returned. |
| Void | The transaction was cancelled before it was completed. |
| Expired | The payment window closed without the customer paying (e.g. an abandoned POS sale — see “When transactions expire” below). |
On the order, you’ll see the same status names except Expired. When a transaction expires, the linked order’s payment status flips to Void instead — Expired is the transaction-level state that drives that flip.
When transactions expire
If a sale is started at the till but never paid for — the customer wanders off, the phone rings, things get forgotten — the unpaid transaction clears itself automatically about half an hour later, and any orders linked to it are cancelled. Keeps your dashboard tidy when sales get abandoned mid-way. You can turn this off in your POS settings if you’d rather close abandoned sales by hand.What happens when a payment is recorded
When a payment is recorded — by tapping a card, entering a gift card code, or completing a payment link — Digital Florists automatically:- Updates the transaction status based on the total paid so far
- Updates the order or event payment status to match
- Runs any automations you’ve set up for payment status changes (for example, send a confirmation email when an order is paid)
- Notifies connected integrations if the order came from an external system like Shopify or Direct2Florist
- Generates gift cards if the order includes virtual gift card products
Payment links
For event deposits, phone orders the customer pays later, outstanding invoices, or anywhere the customer isn’t with you — send a payment link by email or SMS. They click it, pay by card on a secure checkout page, and the transaction posts back to the order or invoice automatically. Payment links stay active until the customer pays or the transaction expires. If their first attempt fails, they can try again from the same link.Voiding a transaction
If a transaction needs to be cancelled entirely — for example, a sale created by mistake — you can void it. Voiding removes all payments, cancels any linked orders, and marks the transaction as Void. Use this for mistakes caught before payment; use a refund for returns or corrections after payment.Voiding a transaction also cancels all orders linked to it. If the order has already been fulfilled, use a refund instead — fulfilled orders can be refunded but can’t be cancelled from the void path.
Common questions
Can I change the payment method after a sale is completed?
Can I change the payment method after a sale is completed?
No. Once a payment is recorded, you can’t change the method. If a mistake was made, process a refund and re-take the payment using the correct method.
Where can I see all payments for an order?
Where can I see all payments for an order?
Open the order from your dashboard. The payment section shows every payment linked to that order, including partial payments, refunds, and the current payment status.
Can I see a history of all transactions?
Can I see a history of all transactions?
Yes. Your End of Day report shows every transaction from a till session, and you can export detailed transaction reports from Analytics > Exports. See Exports for the export options.
What’s next?
Payment Methods
The default methods, what each one does, and how to add your own.
Point of Sale
Take payments at the till — cash, card, gift cards, and split payments.
Refunds
Process refunds by order, by transaction, or as a standalone adjustment.
End of Day
Close your till and reconcile the day’s payments.