How to Invoice as a Florist
What to put on a florist's invoice for weddings, events and corporate orders, when to take a retainer and how to follow up, with one worked example.
In the US, the Bureau of Labor Statistics says (page last modified October 29, 2026): "Floral designers arrange live, dried, and silk flowers and greenery to make decorative displays." This guide is about the orders you invoice, such as weddings, events and corporate arrangements, where the client approves a quote first and pays before the event.
Whether flowers, delivery and setup are taxable depends on your state; check your state's rules or ask an accountant. The worked example below leaves tax out.
Worked example (sample figures, not suggested prices): a wedding order lists a bridal bouquet, 1 × 180.00; bridesmaid bouquets, 4 × 65.00 = 260.00; reception centerpieces, 12 × 55.00 = 660.00; and delivery and setup, 150.00. The total is 1,250.00. The florist sets a payment schedule: a 30% retainer, 375.00, due at booking, and 875.00 due 14 days before the wedding.
Step-by-step invoicing guide
- 1
Quote the order on an itemized estimate
List each arrangement with its quantity and unit price. Billed's estimating page says you can "customize units and quantities for each product," so twelve centerpieces can be one line at a unit price. Billed's features page says "your clients can approve or reject your estimates online."
- 2
Convert the approved estimate
Once the client approves, Billed's invoice software page says you can "convert an approved estimate into an invoice." Put the event date and venue on the invoice.
- 3
Take a retainer with a payment schedule
Billed's help center says "A payment schedule lets you add a payment plan to the invoices." It says to "Choose a suitable option among percentage or flat amount" and "Fill out the payment amount and due date of each payment." Set the retainer due at booking and the balance due before the event.
- 4
Bill delivery, setup and rentals on their own lines
Keep each fee separate from the flowers, so the client can see what it covers. Billed's help center says: "Click 'Add a Line Item' and fill this section to charge against new items and services."
- 5
Add changes before the balance is due
If the client adds arrangements after approving, add them as new lines before the balance falls due, so the final total matches what you'll deliver.
- 6
Set due dates and follow up
Billed's invoice software page says: "Set a due date on each invoice so your client knows when to pay." Billed's help center says: "Turn on the 'Payment Reminders' option while creating or editing an invoice." It adds: "You can set a schedule of payment reminders before and after the invoice's due date."
Tips for florist invoicing
- List each arrangement with its quantity and unit price, so the client can change one item without re-pricing the whole order.
- Put the event date and venue on the invoice, so the delivery details and the bill sit together.
- Set the balance due before you buy flowers for the order.
- List rented vases or stands on their own lines.
Common invoicing mistakes to avoid
- Quoting a wedding as one lump sum, so a change to one arrangement means re-pricing everything.
- Buying flowers before the retainer is paid.
- Leaving delivery and setup off the estimate, then adding them to the invoice.
- Letting the balance fall due after the event.
How this works in Billed
Itemized estimates
Price arrangements by quantity: Billed's estimating page says you can "customize units and quantities for each product."
Retainer and balance
Split the order into a retainer and a balance with a payment schedule (Billed's help center).
Saved arrangements
Billed's features page says you can "Save products and services in Billed App and pull these products quickly in your invoices."
Online payments
Billed's invoice software page says: "Connect Stripe and each invoice gets a pay button for card payments, or connect PayPal to add a PayPal option."
Frequently asked questions
Start Invoicing With Billed
Set up your account and send your first invoice with Billed.
At a glance
| You bill | How |
|---|---|
| Arrangements | Lines with quantity and unit price |
| A retainer and the balance | Payment schedule |
| Delivery and setup | Their own lines |
| Changes after approval | New lines before the balance is due |
When this isn't for you
This guide covers orders you invoice. It doesn't cover sales tax rules, business licenses or contracts; check your state's rules and ask an accountant or a lawyer.