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Quotation templates let you save a quotation structure and reuse it across future events. Instead of building the same groups, items, and settings from scratch every time, you save your work once and load it whenever you need it. This is the fastest way to quote for events you do regularly — and it means any member of your team can produce a professional quote, not just the person who usually prices everything.

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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
If customers regularly ask you “how much for a…?”, you probably need a template for it.

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What a template saves

When you save a quotation as a template, it captures a snapshot of everything in that quotation:
  • Groups and their layout (e.g., “Bridal Party”, “Ceremony”, “Reception”)
  • Recipe items with their ingredients and quantities
  • Locked prices you’ve set on items
  • Labour charges built into each group
  • Sundries and delivery fees you’ve included
  • Seating configuration for the event
  • Colour palettes you’ve chosen for the arrangements
Think of it as a blueprint. The template holds the structure, pricing, and all the details so you don’t have to remember them next time.

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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.
If your template has prices in it, always lock them. Otherwise, when you or your team start adding ingredients to work out recipes, the prices will change and your quoted figures will be wrong.
For example, say your template has a bridal bouquet priced at £210. With locked pricing, that stays at £210 no matter what ingredients you add — the ingredients are there to help you cost and plan, but the client’s price is fixed. With unlocked pricing, adding £80 of stems would change the quoted price based on your markup, which isn’t what you want.

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Building your master template

The best way to set up templates is to work through them methodically. Here’s the workflow we recommend:
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 mode. 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 — 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.
You only do this work once. After your master template is set up, every future quote of this type starts from it. Next year, you just apply a percentage increase across the whole thing instead of re-pricing everything from scratch.

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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.

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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 the system can tell you exactly how much of your quote is labour vs flowers vs sundries when you review your costs later. See Adjustments & Labour for the different labour modes.

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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.

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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.

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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 — it’s up to you.
When you add custom items like labour or sundries, add them as ingredients rather than one-off custom products. This means you can select them quickly next time you need them, and the system can categorise your costs properly.

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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

When you’re happy with the structure, save the quotation as a template and give it a clear name (e.g., “Small Wedding”, “Corporate Dinner”, “Hanging Basket Prices”).
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.
Create templates for the event types you quote for most often. Good starting points are “Small Wedding”, “Large Wedding”, “Corporate Table Centres”, and “Funeral Tribute”. Each template saves you from rebuilding the same structure every time.

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Applying a template

When you start a new quotation or want to load a template into an existing one, you’ll choose from your saved templates in the template selector. You also choose how the template is applied:
  • Replace removes everything currently in the quotation and loads the template in its place. Use this when you’re starting fresh from a template.
  • Append adds the template’s groups and items alongside whatever is already in the quotation. Use this when you want to combine two templates or add a template to work you’ve already started.
  • Append New adds only groups from the template that don’t already exist in the quotation. If a matching group is already there, it’s skipped entirely — this avoids duplicates when you want to top up a quotation without overwriting what you’ve already built.
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.

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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 system has a percentage increase feature that lets you adjust everything in one go.
1

Load your current template

Open any event quotation and load your current year’s template (e.g., “Weddings 2025”) using Replace mode.
2

Apply a percentage increase

Enter the percentage you want to apply. For a 10% increase, enter 110. For 5%, enter 105. The system adjusts every item price in the quotation by that amount.
3

Re-sync your ingredients

After applying the increase, re-sync your ingredients. This ensures labour charges and ingredient-based costs also increase by the same percentage. Without this step, your labour charges would stay at last year’s rates.
4

Click update

Confirm the changes. You’ll see the updated prices across every item, including labour.
5

Round your prices

The percentage increase may produce odd numbers (e.g., £203.50 instead of £200). Go through and round prices to retail-friendly figures — £230, £120, etc. This is quick because you’re just tidying, not re-pricing from scratch.
6

Save as a new template

Save the updated quotation as a new template with the new year in the name (e.g., “Weddings 2026”). Don’t overwrite the previous year’s template — keep it so you can refer back.
This is perfect for:
  • 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
You don’t have to save every price adjustment as a template. For one-off uplifts like a Valentine’s Day wedding, just apply the increase to the quote itself and use it to price that specific event.
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.

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Template versioning

Every time someone edits a template, the system 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
This is especially useful when multiple team members work on templates, so you always know who changed what.

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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
Archived templates won’t appear in the template selector when you’re building a new quotation, but you can restore them if you need them again. If you’re new to the system and setting up templates for the first time, follow this order to avoid confusing your existing clients:
  1. Create your master template — get the structure, prices, labour, and sundries right
  2. Add your existing clients — get all your forward-order brides (or corporate clients, funeral directors, etc.) into the system as contacts
  3. Add their orders — put their existing bookings on the system using your templates, so all the information is in one place
  4. Set up automations last — only turn on automated emails and SMS once everything above is in place. If you set up automations first, your existing clients might receive emails like “thank you for paying your deposit” when they paid months ago
Don’t enable automations until all your existing clients and orders are on the system. Automated messages are triggered by status changes, and importing existing data can fire those triggers unexpectedly.

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Common questions

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.
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.
Append adds everything from the template as new groups and items, even if similar groups already exist. Append New only adds groups that don’t already exist in the quotation — if a matching group is already there, it’s skipped. Use Append New when you want to top up a quotation without creating duplicates.
You can archive a template to remove it from the selector. Archiving keeps the template in the system for reference but hides it from everyday use. This is safer than deleting because you can always bring it back.
Always add them as ingredients. When you add something as a custom product, the system 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”), the system 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.
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”).
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.

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What’s next?

Quotation Builder

Build detailed, itemised quotations for your events.

Recipes & Ingredients

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.
Last modified on March 11, 2026