> ## Documentation Index > Fetch the complete documentation index at: https://docs.florists.digital/llms.txt > Use this file to discover all available pages before exploring further. # Closing out an event > Wrap up an event — final balance, hire returns, invoicing, and archiving. **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 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](/events/event-lifecycle) for what each status does. If anything's still outstanding, send a final payment link or record the payment manually from the event's **Payments** tab. See [Payments & Deposits](/events/payments-and-deposits) for the recording flow and payment link options. For corporate clients and venues with a credit account, raise the invoice from the event so it lands in their statement. See [Invoicing](/business/invoicing) for the full flow. Check every hire item back into stock and inspect for damage. Use the [Hire Items](/events/hire-items#tracking-returns-after-events) returns checklist — count items off, note any damage, and update stock if anything is broken beyond reuse. 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](/daily-operations/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](/business/invoicing) for the invoicing flow and [Statements](/business/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](/events/hire-items#tracking-returns-after-events) 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](/settings/automations) 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](/daily-operations/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](/events/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? Record the final balance and send payment links. Check items back into stock and update damage. Raise invoices for account customers after the event. Every status explained, from draft to archived.