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Products are the items you sell, whether that’s a hand-tied bouquet, a potted plant, a vase, or a gift card. Each product in your catalogue can have multiple (sizes like Standard, Large, and Luxury), each with its own price and recipe.

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Product structure

Digital Florists uses a variant system. A single product (like “Red Rose Hand-Tied”) is the parent, and each size is a variant underneath it:
  • Product: “Red Rose Hand-Tied” (holds the description, photos, and general details)
  • Variants: “Standard” at £35, “Large” at £50, “Luxury” at £75 (each with its own price and recipe)
This keeps your catalogue tidy. Instead of three separate products for the same bouquet, you have one product with three sizes.

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Adding a product

1

Create the product

Go to Products and click Create Product. Enter the product name, description, and upload photos.
2

Add variants

Add the variants (sizes) you want to offer. For each variant, set the name (e.g., Standard, Large, Luxury) and the retail price.
3

Build a recipe (optional)

If you want accurate costing, add a recipe to each variant. List the ingredients (stems, sundries, materials) and the quantities needed. The system calculates the cost price and shows your profit margin.
4

Set visibility

Choose whether the product is visible on your website. You can also tag it with occasions (Birthday, Romance, Sympathy) so it appears in the right categories.

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Recipes and margins

The recipe builder is one of the most powerful features. By telling the system what goes into an arrangement, you get:
  • Accurate cost prices based on real ingredient costs from your inventory
  • Live profit margins that update when ingredient prices change
  • Shopping list integration so the dashboard can tell you what stems to pull each morning
  • Early warnings if your margin drops below a healthy level because a supplier raised their prices
Build recipes for your best-selling products first. Even if you don’t recipe every product, having your top sellers costed accurately will help you spot margin problems early.

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Product categories

Categories let you organise your products into groups — Bouquets, Plants, Add-ons, or whatever makes sense for your shop. They appear as tabs on the order screen and the Point of Sale, making it easy to browse your range. A few things to know about categories:
  • Independent per channel — your POS categories can be completely different from your order screen categories. Some shops sell different things at the till than they do for phone or web orders, and categories let you reflect that.
  • Master search — no matter how your categories are set up, the search bar searches across all of them. So even if you have hundreds of products, you can always find what you need by typing part of the name.
  • Start simple — you can put everything into one category to begin with and reorganise later. There’s no need to set up a complex category structure before you’re ready.
  • Change later by upload — if you want to reorganise your categories down the line, you can do it in bulk via CSV upload rather than editing each product individually.
Put your peak products (Mother’s Day, Valentine’s Day, Christmas) into their own category. This makes it much easier to check stock levels for just those products during busy periods — see Inventory for details on stock control.

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Setting up POS-only categories

For the till, you’ll often want categories that don’t appear on your order screen — things like “Cut Flowers”, “Plants”, or “Flower Sales” for walk-in customers buying something generic. To set this up:
  1. Go to Settings > Products > Categories
  2. Create a new category and uncheck the order management visibility, leaving only POS visibility on
  3. Add generic products to the category with price override enabled — this lets your team type in any price at the till (useful for hand-tieds, loose stems, or plants that vary in price)
After changing your POS categories, you need to reset the product cache on the till. Go to the POS, tap the cog icon, and select Reset product cache. Your changes won’t appear until you do this.

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Product settings

Each product has additional settings you can configure:
  • Occasions: Tag products with Birthday, Romance, Sympathy, New Baby, etc. These control where the product appears on your website.
  • Scheduling: Set a “Visible From” and “Visible Until” date to automatically show and hide seasonal products (like your Christmas range).
  • Price override: Allow the price to be changed at the point of sale. This is useful for generic products like “Hand Tied” or “Plants” where the price depends on what’s being sold.
  • Age verification: Turn this on for products like champagne or wine. Your driver will be prompted to check ID on delivery.
  • Virtual products: Use this for workshops, gift vouchers, or anything that doesn’t need shipping.
  • Tax codes: Assign the correct tax rate if your products have different VAT rates.
  • Product code: A code that links a product in Digital Florists to the same product on your website. When an order comes in from your website, this code tells the system which product was sold so it appears correctly on your dashboard and deducts from stock. You can set codes individually (edit the product, then enter the code in the Product Code field) or in bulk via CSV upload.

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Barcodes

Every product has a barcode that you can print for use with a barcode scanner at your POS. This speeds up checkout — staff scan instead of searching.
  • Individual — edit a product and click Download Barcode to get a barcode for that item
  • Bulk labels — select multiple products from the product list, click Actions > Print Barcode Labels to print them on your label printer
  • Bulk sheet — select products and click Actions > Print Sheet to get an A4 page of barcodes (useful if you don’t have a label printer)
  • By category — go to Categories, open a category, and click Print Barcodes to get an A4 sheet of every product in that category
For peaks, print A4 barcode sheets for your peak category and keep them by the till. Also print individual barcode labels to stick on price tags. This way staff can scan items without guessing product names or sizes.

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Importing products via CSV

If you have a lot of products to add — for example, a full cut flower list or a seasonal range — you can import them in bulk using a CSV file instead of creating them one by one.
1

Download the template

Go to Settings > Products and select Import Products. Click Download CSV to get a template pre-filled with the column headers the system expects.
2

Fill in your products

Open the CSV in Excel or Google Sheets. Each row is one product. The key columns are:
  • Product Name — what you want the product called
  • Product Code — a unique code (required). If you don’t have codes, you can use the product name
  • Category — the category to file it under. If the category doesn’t exist yet, the system creates it for you on import
  • Variant Name — use “Base” for products without size variants
  • Price — the retail price
  • Cost Price — what you pay for it (useful for margin reporting)
3

Upload and review

Back on the import screen, choose your file and click Import. The system shows you a preview of what will be created, updated, or skipped. Review it and click Import again to confirm.
After importing, you’ll need to reset the product cache on your POS for the new products to appear at the till. Go to the POS, tap the cog icon, and select Reset product cache.
Start with a simple import (just names, codes, categories, and prices) to get comfortable with the format. You can always add variants, descriptions, and images later by editing each product or doing a second import.

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Stock tracking

If you want the system to track how many of a product you have in stock, enable stock tracking on the variant. The system will:
  • Show a stock level on each variant
  • Warn you when stock is running low
  • Prevent overselling if you choose to enforce stock limits
For more on managing stock levels, see Inventory.

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Common questions

A product is what you sell to customers (e.g., “Red Rose Hand-Tied”). An ingredient is what you buy from suppliers (e.g., “Red Naomi Rose stem”). Products are made from ingredients using recipes.
Every product needs at least one variant. If you only sell one size, just create a single variant (e.g., “Standard”).
Toggle the product’s visibility off, or set a “Visible Until” date in the past. The product will still be available for manual orders but won’t show on your website.

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What’s next?

Inventory

Track stock levels, manage ingredients, and upload supplier invoices.

Recipes

Build recipes to accurately cost your arrangements.

Promotions

Create discount codes and run campaigns.

Orders

See how products appear in your orders.
Last modified on March 12, 2026