> ## 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. # Payments & Deposits > Track deposits, payments, and outstanding balances on events. **Every event has a financial side, and Digital Florists makes it easy to stay on top of it.** Record deposits, track what's been paid, and see outstanding balances at a glance, so you always know 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](/settings/team). ## 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. Digital Florists uses those transactions to calculate the balance and updates the payment status to match. You don't need to do the maths yourself. Just record what came in, and the balance and status follow. ## Payment statuses Payment statuses are colour-coded on the event so you can scan a list and see what still needs chasing: * **Unpaid** — no payments received yet * **Partially Paid** — a deposit or part payment has been taken * **Paid** — the full quoted amount has been received * **Over Paid** — more has been collected than the quoted total, usually because the total dropped after a deposit was taken For the full status list and how it relates to the event status, see [Event Lifecycle](/events/event-lifecycle). ## Recording a payment When a client pays you, whether it's a bank transfer, card payment, or cash, here's how to record it. Find the event in your events list and open it. You'll see the **Payments** section on the event details page, with the event total, what's been paid, and the outstanding balance. The button only shows when there's an outstanding balance to collect. The amount defaults to the outstanding balance. Adjust it if the client is paying a deposit or instalment. Tick **Send the customer an online payment link** to mint a `/pay` link you can share with the client. Leave it unticked to take the payment in person and pick a payment method (card, cash, bank transfer, account) on the next screen. The event's balance and payment status recalculate based on the total paid. If the payment covers the full amount, the status moves to **Paid**. ## Deposits Deposits are 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. ### Taking a deposit by online link When you add a payment, tick **Send the customer an online payment link**. Digital Florists mints a unique `/pay` link tied to the deposit amount. Copy the link and share it with the client by email, SMS, or however suits you. When they pay, the transaction appears on the event and the balance updates. This is separate from the [Client Portal](/events/client-portal), which is where clients view and sign proposals. Payment links are a different surface that you create per deposit or balance request. ### 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 for your business. Some florists ask for a fixed booking fee, others split payments into thirds. Spell out your deposit amount and payment schedule in your terms and conditions. When a client accepts a proposal, they agree to those terms, so having it in writing protects both sides. ## Payment due dates You can set a **payment 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 on each event, or auto-calculated from the event date using a default lead time in your settings (for example, 12 weeks before the event). The auto-calculated value can be edited per event if a particular booking needs a different deadline. ## What's recorded on the event The **Payments** section on the event lists every transaction with its amount, payment method, the user who recorded it, and a date/time stamp. Refunds appear in the same list, shown in red and signed negative. Above the table, you'll see the event total, the net amount paid, and either an outstanding balance or credit due. If the event is overpaid, a **Credit Due** value appears so you know how much to refund or allocate. You can set up [automations](/settings/automations) that trigger when a payment status changes. For example, email the client when their deposit lands, or remind them as the balance due date approaches. ## 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 useful 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](/daily-operations/transactions) and [financials](/business/financials). ## Common questions Yes. Every time you add a transaction on the event, the payment status recalculates based on how much has been paid compared to the quoted total. Yes, via a payment link. When you add a payment, tick **Send the customer an online payment link** and Digital Florists mints a `/pay` link tied to that deposit or balance. Share the link with the client and the transaction appears on the event once they've paid. The Client Portal itself shows the proposal and signing flow — it doesn't host the payment. The balance adjusts to the new total. If the new total is lower than what's already been paid, the payment status may change to **Over Paid** and the **Credit Due** value shows how much needs refunding or reallocating. If it's higher, the status moves back to **Partially Paid** and shows the new outstanding amount. Yes. Refund transactions appear on the event in the same list as payments, shown in red so they're easy to spot. The balance and payment status update to reflect the returned amount. See [Refunds](/daily-operations/refunds) for the full refund flow. ## What's next? Understand every status an event moves through from start to finish. See what your clients experience when they view and sign proposals. Manage all your incoming and outgoing payments in one place. Review revenue, outstanding balances, and financial reports.