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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.

Every event has a financial side, and Digital Florists makes it easy to stay on top of it. You can record deposits, track what’s been paid, and see outstanding balances at a glance — so you always know exactly where you stand with each booking.
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.

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How payments work

Payments on events are tracked through transactions. Each time you receive money from a client, you add a transaction to the event. The system uses those transactions to calculate the balance and update the payment status automatically. You don’t need to do any maths yourself — just record what came in, and Digital Florists handles the rest.

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Payment statuses

Payment statuses (Unpaid, Partially Paid, Paid, Over Paid) are colour-coded on the event so you can scan a list and see what still needs chasing. Over Paid usually means a refund is owed — for example, if the quote total dropped after a deposit was taken.

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Recording a payment

When a client pays you — whether it’s a bank transfer, card payment, or cash — here’s how to record it:
1

Open the event and go to the payments area

Find the event in your events list and switch to the Payments tab.
2

Add a new payment transaction

Click the add-payment button.
3

Enter the details

Fill in the amount, date, and payment method (card, bank transfer, cash, etc.).
4

Save the transaction

The event’s balance and payment status update straight away. If the payment covers the full amount, the status moves to Paid automatically.

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Deposits

Deposits are simply the first payment on an event. Most florists collect a deposit after the client accepts their proposal, with the remaining balance due closer to the event day.

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How clients pay deposits

After accepting your proposal, your client can pay their deposit directly through the Client Portal. They click the payment link, enter their details, and you see the transaction appear on the event — no chasing required.

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A common deposit approach

Many florists follow this pattern:
  • 50% deposit collected when the client accepts the proposal
  • Remaining 50% due a set number of days before the event
You can set this up however works best for your business. Some florists ask for a fixed booking fee, others split payments into thirds — it’s completely up to you.
Spell out your deposit amount and payment schedule clearly in your terms and conditions. When your client accepts a proposal, they agree to those terms, so having it in writing protects both sides and avoids awkward conversations later.

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Payment due dates

You can set a due date for the remaining balance on each event. This gives you and your client a clear deadline for when the final payment needs to be made. Due dates can be set manually, or you can configure your settings to calculate them automatically — for example, “balance due 4 weeks before the event date”. This saves you from having to set it on every single booking.

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Payment timeline

Every payment, refund, and balance change is logged on the event’s activity timeline. You can scroll through and see exactly when each transaction happened, who recorded it, and how it affected the balance. This is useful if you ever need to look back and check when a deposit was taken or when the final payment came through.
You can set up automations that trigger when a payment status changes. For example, send the client an automatic email when their deposit is received, or remind them when their balance is coming due. This keeps communication flowing without you having to remember every follow-up.

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Invoicing for account customers

If you work with corporate clients or venues that have a credit account with you, events can be linked to invoices. Instead of collecting payment upfront, you send an invoice after the event and the customer pays on their usual terms. This is especially handy for businesses that book regularly — they get a proper invoice for their records, and you can track what’s outstanding across all their events in one place through your transactions and financials.

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Common questions

Yes. Every time you add or remove a transaction on the event, the payment status recalculates automatically based on how much has been paid compared to the quoted total.
Yes. After accepting a proposal, your client can make payments directly through their portal link. The transaction appears on the event straight away so you don’t have to record it manually.
The balance adjusts automatically. If the new total is lower than what’s already been paid, the payment status may change to Over Paid. If it’s higher, the status moves back to Partially Paid and shows the new outstanding amount.
Yes. Add a refund transaction to the event just like you would a payment. The balance and payment status update to reflect the returned amount.

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What’s next?

Event Lifecycle

Understand every status an event moves through from start to finish.

Client Portal

See what your clients experience when they view proposals and make payments.

Transactions

Manage all your incoming and outgoing payments in one place.

Financials

Review revenue, outstanding balances, and financial reports.
Last modified on May 17, 2026