Skip to main content
Closing out is the post-event workflow that turns a delivered event into a closed booking. It covers the final balance, any hire-item returns, the invoice for account customers, and archiving once everything’s settled. Run through these steps in the days after the event so nothing slips.

​
The closeout checklist

1

Move the event to Completed

Once flowers are delivered and the day is over, change the event status to Completed on the event details page. This signals to your team (and your reporting) that production work is done. See Event Lifecycle for what each status does.
2

Take the final balance

If anything’s still outstanding, send a final payment link or record the payment manually from the event’s Payments tab. See Payments & Deposits for the recording flow and payment link options.
3

Raise the invoice (account customers)

For corporate clients and venues with a credit account, raise the invoice from the event so it lands in their statement. See Invoicing for the full flow.
4

Receive hire returns

Check every hire item back into stock and inspect for damage. Use the Hire Items returns checklist — count items off, note any damage, and update stock if anything is broken beyond reuse.
5

Archive the event

Once the balance is settled and hire is back, change the status to Archived to file the event away from your active list. The event stays searchable but won’t clutter your dashboard.
Run closeout within a week of the event. It’s much easier to chase a small outstanding balance or a missing hire vase while the event is fresh than to come back to it months later.

​
Final balance and credit due

The Payments section on the event always shows the current balance, even after the event is complete. Three outcomes are common:
  • Outstanding balance — the client still owes you money. Use Add Payment with an online link, or record the payment in person.
  • Paid in full — nothing left to do on the money side. The payment status reads Paid.
  • Over Paid / Credit Due — you’ve collected more than the final quotation total, usually because items dropped after the deposit. The Credit Due value tells you how much to refund or allocate. See Refunds for the refund flow.

​
Invoicing account customers

If the event is for a customer with a credit account (corporates, venues, regular B2B clients), you’d typically raise an invoice rather than collect payment at closeout. The invoice lands on the customer’s statement and they pay on their usual terms. See Invoicing for the invoicing flow and Statements for sending the monthly statement.

​
Hire returns

After every event with hire items, work through the returns checklist:
  1. Check every item against the event’s hire list — make sure everything came back.
  2. Inspect for damage — scratches, chips, dents, missing parts.
  3. Update stock if an item is permanently damaged and can’t be reused.
  4. Add a replacement charge to the client’s invoice if your terms allow it.
See Hire Items for the full guidance.

​
Completed vs Archived

Two end states, two different jobs:
  • Completed means the event has been delivered. Hire stock is still reserved against the event for reporting purposes, but the work is done.
  • Archived means you’ve filed the event away from your active lists. Most florists complete an event first, then archive it once the balance is settled and any returns are in.
You can move an event back from either state if something comes up — for example, if a client comes back for a follow-up booking and wants to reference the original quote.

​
What happens after archiving

Archived events still exist — you can search for them, view their quotation and proposal, and re-open them if needed. They just don’t show up in your default events list, so your active view stays clean.
Set up an automation to send a thank-you email when an event moves to Completed, and a follow-up review request a week later. It’s a small touch that turns one wedding into a referral.

​
Common questions

No. Archiving is optional — it just keeps your active list tidy. Some florists archive monthly; others leave events as Completed indefinitely. Either is fine.
Yes. Refunds are recorded on the Payments tab and appear as negative transactions. See Refunds for the full flow including how it affects the payment status.
Reduce your stock quantity on the ingredient if something can’t be reused, and add a replacement charge to the client’s invoice or final payment if your terms allow it. See Hire Items.
Yes. Archiving (and cancelling) release any hire stock the event was holding. Once an event is delivered and Completed, holding the stock isn’t doing anything — archiving frees it for future bookings.

​
What’s next?

Payments & Deposits

Record the final balance and send payment links.

Hire Items

Check items back into stock and update damage.

Invoicing

Raise invoices for account customers after the event.

Event Lifecycle

Every status explained, from draft to archived.
Last modified on June 2, 2026