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.
Templates aren’t just for weddings
While weddings are the most common use, templates work for anything you quote for regularly:- Weddings — small, medium, and large packages
- Funerals — tribute collections at different price points
- Corporate — table centres, reception flowers, office displays
- Seasonal installations — Christmas displays, autumn arrangements
- Planting — hanging basket prices, window trough prices, planter packages
- Events — corporate dinners, charity galas, product launches
What a template saves
When you save a quotation as a template, it captures a snapshot of every quotation item at that moment:- Groups and the items inside them
- Recipes with their ingredients, quantities, and prices
- The display mode of each group (a priced table, or a text-only “Text / narrative” block)
- Inspiration photos attached to your recipes
- Labour lines and labour mode settings
- Hire items
- Seating, colour, and budget settings
- Locked vs unlocked pricing on each recipe
Text-only groups and photos
A Recipe Group doesn’t have to be a list of prices. In the group’s settings, change the Display mode from Pricing table to Text / narrative and the whole group becomes a text block instead. Use this for wording you want on every quote of this type, like a welcome paragraph, your terms, or a “what happens next” note. Because the display mode is saved with the template, that text is there every time you load it. You can also add photos to your recipes. Open a recipe, choose Add inspiration, and pick images from your Media Library. These inspiration photos are saved into the template too, so a quote you load already shows the reference images your client sees on the proposal.Locked vs unlocked pricing
This is the most important thing to understand about templates. When you create a template with prices, you need to decide whether those prices should be locked or unlocked.- Locked — the price you’ve set stays fixed. When someone loads the template and starts adding ingredients to build recipes, the quoted price doesn’t change. The ingredients are just there for costing and ordering purposes.
- Unlocked — the price recalculates as ingredients are added. This means your carefully set template price gets overwritten as soon as someone starts building the recipe.
Building your master template
Set up templates methodically using this workflow.1
Start from the example template
If you’ve been given an example template (or you’ve built one from a previous event), load it into a new quotation using Replace all items. This gives you the full structure to work from.
2
Lock the prices
Go through every item and lock the prices. This protects your quoted figures from changing when ingredients are added later.
3
Save as a new template
Save this as a new template with a clear name like “Wedding Master Template”. Don’t edit the original. Keep it as a backup in case you make a mistake. You can always go back to it.
4
Customise your prices
Open your new master template and go through every item. Adjust the prices to match what you charge. The example prices might be higher or lower than yours, so make them yours.
5
Build in labour, sundries, and delivery
This is the step that saves the most time later. Go through each group and add your labour charges, sundry costs, and delivery fees directly into the template. See What to build into your templates below.
6
Save again
Save the template after your changes. This is now your master, the one you’ll load for every quote of this type going forward.
What to build into your templates
The more you build into your template, the less you have to remember when quoting. When you convert a quotation into orders later, everything is already there — no forgotten labour charges or missing delivery fees.Labour charges
Add a labour charge to every item that needs one. For a bridal bouquet, that’s the time to build it. For pew ends, include both the making and the setup time — pew ends take ages to put out, and that’s a real cost. Add labour as an ingredient and tag it with the “Labour” category. This means Digital Florists can tell you exactly how much of your quote is labour vs flowers vs sundries when you review your costs later. See Recipes for the different labour modes.Sundries
Include any sundries that are always part of the arrangement — ribbon, handle wrap, cellophane, pins. If you know a bridal bouquet always has a ribbon-bound handle, put the cost in the template so you don’t have to add it every time.Delivery fees
If an item always needs delivery (a bridal bouquet, for example, is always delivered), build the delivery fee into the template. You might offer “free delivery” to the client, but the cost is accounted for in the item price.Setup and teardown
For items that need installing at the venue (arches, pew ends, table displays), include the setup and teardown cost. You can either build it into the item’s labour charge or add it as a separate line. Some florists prefer to keep a separate “Delivery & Setup” line at the end of their quote, depending on how their clients like to see the breakdown.Creating a template
1
Build your quotation
Start by building a quotation on any event the way you normally would. Add groups, items, recipes, labour, and anything else the quote needs.
2
Save as a template
Open the quotation’s Advanced options, choose Save as template, and give it a clear name (e.g., “Small Wedding”, “Corporate Dinner”, “Hanging Basket Prices”). You can also add a description and notes.
3
Use it again and again
The template is now available to load into any future event. It captures a full snapshot of the quotation at the time you saved it.
Applying a template
Open the quotation’s Advanced options and choose Use a template. Pick a saved template and choose an apply mode:- Replace all items — wipe the current quotation and load the template in its place. You’ll need to tick a confirmation if the quotation already has items.
- Append all items — add everything from the template alongside what’s already there.
- Append new items only — add only the groups that aren’t already in the quotation. Matching groups are skipped.
Templates are not linked to the events they came from. Once you save a template, it stands on its own. Changing a template later does not affect any events that have already used it, and changes to those events don’t update the template.
Yearly price updates
Once your master template is set up, you don’t need to go through every item from scratch when your prices change. The Apply percentage adjustment tool, in the quotation’s Advanced options, scales recipes, ingredients, labour, and hire pricing across the whole quotation in one go.1
Apply a percentage adjustment
Enter the percentage you want to add or subtract. For a 10% increase, enter 10. For a 5% decrease, enter -5. Press Apply.
2
Resync ingredient prices (optional)
If you want to pull fresh prices from your ingredient library at the same time, press Resync — the percentage above is applied on top of the refreshed base prices.
3
Round your prices
The uplift will produce odd figures. Tidy them to retail-friendly numbers.
4
Save as a new template
Save the result under a new name (e.g., “Weddings 2026”) so the previous year’s template stays as a reference.
The percentage adjustment applies to the loaded quotation, not the template file itself. To create an updated template, load it, apply the percentage, and then save the result as a new template.
- Annual price increases — bump everything up by 10% for next year in seconds
- Peak season pricing — load a template and apply 40% for a Valentine’s Day wedding, without saving it as a template (just use it for that one quote)
- Supplier cost changes — if your wholesale costs go up, update your template prices to match
This is why getting your master template right matters so much. You do the hard work once — pricing every item, adding labour, building in sundries and delivery. After that, yearly updates take minutes because the structure is already there.
Template versioning
Every time someone edits a template, Digital Florists tracks the change along with who made it and when. This means you can:- See the full history of changes to any template
- Know exactly who updated a template and what they changed
- Go back and review earlier versions if something doesn’t look right
Managing your templates
You can manage all your templates from one place:- Edit a template’s name, items, or structure at any time
- Archive templates you no longer use to keep your list tidy without losing them permanently
- View version history to see how a template has changed over time
Common questions
Will updating a template change events that already used it?
Will updating a template change events that already used it?
No. When you apply a template to an event, it copies the structure into that event’s quotation. After that, the event and the template are completely separate. Editing the template later has no effect on past events.
Can I create a template from any event?
Can I create a template from any event?
Yes. Build your quotation on any event, then save it as a template. The event type doesn’t matter — the template captures whatever structure and items are in the quotation at that moment.
What's the difference between Append all items and Append new items only?
What's the difference between Append all items and Append new items only?
Append all items adds everything from the template as new groups and items, even if similar groups already exist. Append new items only adds groups that aren’t already in the quotation. If a matching group is already there, it’s skipped. Use it to top up a quotation without creating duplicates.
Can I delete a template?
Can I delete a template?
You can archive a template to remove it from the selector. Archiving keeps the template in Digital Florists for reference but hides it from everyday use. This is safer than deleting because you can always bring it back.
Should I add labour and sundries as custom items or ingredients?
Should I add labour and sundries as custom items or ingredients?
Always add them as ingredients. When you add something as a custom product, Digital Florists just sees it as an item — it can’t categorise it. When you add it as an ingredient with the correct category (e.g., “Labour”), Digital Florists can break down your costs at the end and tell you exactly how much of your quote is labour, flowers, foliage, sundries, and so on.
Should I edit my original template or create a new one?
Should I edit my original template or create a new one?
Create a new one. Keep your original template as a backup so you can always go back to it if something goes wrong. Load the original, make your changes, and save as a new template with a different name (e.g., “Wedding Master Template”).
Can I use templates for non-wedding work?
Can I use templates for non-wedding work?
Absolutely. Templates work for anything you quote regularly — hanging baskets, window troughs, Christmas installations, corporate events, funeral tributes, planting packages, and more. If customers ask “how much for a…?” on a regular basis, it’s worth having a template for it.
What’s next?
Quotation Builder
Build detailed, itemised quotations for your events.
Recipes
Create ingredient lists to accurately cost your arrangements.
Proposals
Turn your quotation into a proposal and send it to your client.
Creating an Event
Set up a new event and start building your quotation.