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Events covers the long, multi-step bookings that don’t fit your everyday order flow — weddings, large funerals, corporate functions. This quickstart walks you through one event from the first enquiry to the morning of the day itself. Every step links to a deeper page when you’re ready for the detail.
This is the high-level tour. Read it once to see how the pieces fit together, then dip into the linked pages as you build your first real event.
If your plan includes Events without Orders, follow this page instead of the full-shop setup. Start with your business details, location, team, and payment settings, then work through the event below.

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What Events does (and doesn’t)

Events gives you a quotation builder, a designed proposal you can send to clients, a Client Portal for them to review and accept, a hire-item inventory, and a calendar of everything coming up. When the client signs off, you turn the quotation into event-linked production orders that flow through your usual dashboard. Short-lead bookings, walk-ins, and standard deliveries still belong in Orders. Events includes five manually entered everyday orders per calendar month for each licensed location. See how Events and everyday orders fit together.

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Before you start

A handful of things make the first event smoother. None are blockers (you can come back to any of them) but having them ready avoids stopping mid-flow.
1

Sort the basics in Settings

Confirm your business details, location, tax rates, team, and payment settings in Settings. Event quotations use these for totals and invoices. The main Quickstart has separate paths for Events and full-shop setup.
2

Add at least one event type

Events are grouped by type (Wedding, Funeral, Corporate by default). Add your own in Settings > General if you need them — see Overview.
3

Decide how enquiries reach you

If you want clients to submit enquiries directly from your website, build a form first — see Form Builder. If you take enquiries by phone or email for now, skip ahead and create events manually.
4

Have a few recipes or hire items in mind

You don’t need a full library to start. A handful of go-to arrangements as recipes and any hire items you let out will make the first quotation much faster.

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Your first event, end-to-end

1

Take the enquiry

A new lead comes in — either a form submission from your website or a phone call. For form submissions, open the submission and review what the client sent. For phone enquiries, go straight to step 2.
2

Create the event

From a submission, click Create Event and the client’s details are pre-filled for you. From scratch, head to Events > Create Event. Pick the client, set the date, choose a venue, and pick the event type. See Creating an Event for the full walkthrough.
Add a budget and colour notes early. They show up on the quotation builder and proposal so you (and the client) never lose track of what was agreed at consultation.
3

Build the quotation

Open the event’s Quotation tab. Add groups (Ceremony, Reception, Bridal Party), drop in recipes, and price each row. Add hire items for anything going out on loan, and use adjustments for delivery fees or discounts. See Quotation Builder for the detail.
If you build similar weddings often, save the quotation as a template so the next one starts 80% done.
4

Design and send the proposal

Switch to the Proposal tab. Pick a theme, add moodboard images and arrangement photos from your media library, and review the layout. When it’s ready, send the proposal — the client gets a link to their Client Portal where they can read everything at their own pace.
5

Take the deposit and confirm the booking

Once the client accepts, record their deposit on the event’s Payments tab and move the event to Quote Accepted. This reserves any hire items for the date so they can’t be double-booked. The payments and deposits page covers payment links, manual entry, and statements.
6

Finalise and create the orders

In the weeks before the event, move it to Order Finalisation to confirm final numbers and collect the balance. Then open the Orders tab and create the orders from your quotation. They appear on your dashboard alongside everyday orders, ready for your team to make up and deliver.
7

Run the event day

On the day, your team works from the dashboard like any other order — make up the arrangements, load the van, deliver to the venue. The Event Calendar gives you a single view of what’s going out across the week.
8

Close out

Once the flowers are delivered and any hire items are back, move the event to Completed. If anything’s still outstanding, the Payments tab shows the balance. Use Add Payment to record what the client pays, or tick the option to send them an online payment link so they can settle it themselves. Nothing chases the balance for you, so make a note to follow it up if it stays open.
For the full list of statuses an event passes through and what each one does behind the scenes, see Event Lifecycle.

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A realistic timeline

Most events span weeks or months between enquiry and delivery. Here’s roughly when each phase happens.

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Common questions

No. If you take all your enquiries by phone, email, or in person, you can create every event manually from Events > Create Event. Forms just save typing when a lead comes in through your website.
Yes. Update the event quotation and adjust the balance as needed. The accepted proposal stays frozen, so contact the client separately to confirm the change. When the change adds production work, create the extra orders from the event’s Orders tab.
Hire items reserved for a cancelled event are released automatically and become available for other bookings. See Hire Items.
The events workflow — quotations, proposals, the Client Portal — is dashboard-based. Once you’ve created orders from a quotation, those orders appear on the app like any other and your team can pick, mark ready, and deliver from there.
No. Orders created from the parent event stay linked to it and don’t use the everyday-order allowance. See how Events plans and everyday orders fit together.
You don’t need to send a proposal to take a deposit, but you do need something to take it against. Build the quotation first so the event has a value, then open the Payments section and record the deposit, even while the event is still in Draft. The Add Payment button only appears once there’s an outstanding balance, so an event with an empty quotation has nothing to pay against yet. See Payments & Deposits.

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What’s next?

Creating an Event

Walk through every field on the event form.

Enquiry Forms

Capture leads straight from your website.

Quotation Builder

Build detailed, itemised quotations.

Proposals

Design proposals that win bookings.

Payments & Deposits

Take deposits, balances, and final invoices.

Event Lifecycle

Every status explained, from draft to completed.
Last modified on July 13, 2026