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.Payment statuses
Every event has a payment status that tells you at a glance how much has been collected. Here’s what each one means:Unpaid
No payments have been received yet. This is the starting point for every new event.Partially Paid
Some money has come in — usually a deposit — but there’s still an outstanding balance. You’ll see exactly how much is left to collect on the event.Paid
The full quoted amount has been received. Nothing left to chase.Over Paid
The client has paid more than the quoted total. This can happen if prices changed after a deposit was taken, or if an extra payment was made by mistake. You may need to arrange a refund for the difference.Recording a payment
When a client pays you — whether it’s a bank transfer, card payment, or cash — here’s how to record it:- Open the event and go to the payments area.
- Add a new payment transaction.
- Enter the amount, date, and payment method (card, bank transfer, cash, etc.).
- Save the transaction.
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.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.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
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.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.
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.Common questions
Does the payment status update on its own?
Does the payment status update on its own?
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.
Can a client pay through the Client Portal?
Can a client pay through the Client Portal?
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.
What if I change the quotation total after a deposit is taken?
What if I change the quotation total after a deposit is taken?
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.
Can I record a refund?
Can I record a refund?
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.
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.