Florist Invoice Template

What is a florist invoice template?

A florist invoice template is a pre-built invoice layout designed for the way florists work. It covers everyday flower sales, weddings, events, subscriptions, and retail shop orders. The goal is to make it fast and consistent to bill for arrangements, stems, labor, rentals, and delivery without rebuilding an invoice from scratch each time.

Definition and purpose

A florist invoice template is a structured document that captures all key details of a floral order—client info, event date, itemized arrangements, quantities, prices, taxes, and payment terms.

By standardizing these fields, florists present costs in a clear, professional way. It reduces back-and-forth with clients because everything the client needs to know—what is included, how taxes are calculated, and when payments are due—is on the page. This consistency also helps you deliver accurate quotes and invoices for both daily shop orders and larger weddings.

This consistency helps you deliver accurate quotes and invoices for both daily shop orders and larger weddings, and it makes it easier to track deposits and substitutions. It also helps ensure nothing is forgotten, like setup fees, vase returns, or rental items, when you bill.

How florist invoices differ from generic invoices

A florist-focused invoice is built around how florists price and deliver products and services.

Key differences include multiple arrangements per event, per-arrangement pricing (not just per stem), seasonal substitutions, rental items (vases, stands, arches), labor for setup/tear-down, and delivery to multiple locations. For example, a wedding with 12 centerpieces at $85 each, 18 bouquets at $40 each, a $300 design fee, and $150 delivery demonstrates why per-arrangement pricing is clearer than a per-stem approach.

Using a florist-specific structure is more efficient than trying to fit these details into a generic invoice because it matches how you quote, bill, and track payments, reduces back-and-forth, and creates clearer records for clients during planning and after delivery.

Key components of a florist invoice

A solid florist invoice template should include a few non-negotiable building blocks to keep billing accurate.

The following sections ensure you capture all charges and terms for easy billing. Many florists plug these components into modern invoicing software—QuickBooks Online, FreshBooks, Wave, or HelloBonsai—to auto-fill templates and support online payments.

• Florist business details: name, address, contact, license/tax ID
• Client and event information: client name, event date, venue, billing address
• Line items for flowers and greenery: item name, quantity, unit price, line total
• Arrangements and design fees: breakdown by design type or package
• Rental items: vase, stands, arches, other props, quantity, price
• Labor and delivery charges: setup/tear-down hours or flat fees, delivery miles or zones
• Taxes: applicable tax rates, tax on each line or total
• Discounts or package pricing: codes, early-bird, or bundled pricing
• Payment methods: credit card, ACH, check, digital wallets
• Due dates: payment terms such as Net 30 or deposits required
• Notes: care instructions, substitution policies, terms and conditions

With these components in place, your invoices are clear, complete, and ready for payment.

When to use a florist invoice template

In 2025, florists benefit from a single, reusable Florist Invoice Template that works across everyday sales, weddings, and subscriptions. A Florist Invoice Template keeps pricing consistent, speeds up billing, and helps you capture all charges—from flowers to delivery to rentals—without double-checking items each time. You can reuse it with minimal edits for different orders, which saves time and reduces mistakes for both in-store and remote orders.

Everyday shop and retail sales

Use the template at the counter for walk-in orders to keep things fast and professional.

Pre-defined line items include Bouquet, Vase, and Add-ons like Chocolates or a Card. Typical walk-in orders range from $25 for a small bouquet to $120 for a larger arrangement, with delivery available for $7–$15. With these items in the template, you can generate a complete invoice in 2–3 minutes, even during busy hours. The consistent descriptions and automatic tax calculations help you look organized and avoid missing charges.

Keeping everything in one structure makes it easy to adjust quantities or swap items while the customer watches, and you can export to QuickBooks Online or Square Invoices to keep your books aligned.

Weddings and large events

For weddings and corporate events, the invoice template helps manage complexity and ensure nothing is missed.

A typical wedding order might include bridal bouquets, bridesmaids, ceremony arrangements, reception centerpieces, and rentals. Average spend ranges from $2,500 to $6,000, with larger events often exceeding $10,000.

The template shows labor, delivery, setup, and rental line items separately, helping justify pricing and prevent overlooked charges. Labor rates commonly range from $25 to $60 per hour; delivery per stop is $40–$120; rental items $5–$50. Having a structured format also helps with client communication and reduces back-and-forth.

Recurring subscriptions and corporate accounts

The same template can be reused for ongoing subscriptions and corporate accounts.

Recurring orders like weekly office arrangements or hotel lobby florals simplify admin by reusing client details and standard packages. For example, a weekly office plan might cost $75–$180, while hotel lobby florals run $400–$1,800 per month.

Automation options—autopay through Stripe, QuickBooks Online, or FreshBooks—plus monthly reconciliation and renewal dates cut admin time and improve accuracy. Most corporate subscriptions bill monthly with net 30 terms, and many shops handle 4–12 invoices per month, depending on the contract size.

What to include in a florist invoice template

A well-structured florist invoice template reduces back-and-forth and helps ensure you get paid on time. This section breaks down every core section and field you should include, from header details to terms and care instructions, so you have a clear blueprint you can reuse for every event.

Florist and client details

Begin with a clean header that clearly identifies your business and who you are billing. Include the florist’s business name, logo, street address, phone number, email, and website, plus any required business numbers such as a tax ID or registration number if your local rules apply.

Next, capture the client details in a dedicated section. Put the client name and, if corporate, the company name, followed by the billing address, phone, and email. Include a primary contact person if you serve large accounts. Clean, complete details help ensure the invoice lands with the right person and gets paid on time. For example, “Client: Acme Co., Attn: Jane Doe, 123 Market St, City, CA 90001; Phone 555-0100; Email jane@acme.co.”

Order, event, and delivery information

Attach the job to the right invoice by including order and event details right up front. Required fields should include the invoice number, issue date, and due date, plus the event name, date and time, venue(s), and the delivery address.

Also add logistics details like setup and tear-down times and an on-site contact. If you have ceremony and reception at different locations or multiple drop-offs, include separate fields or notes for each. These details tie the invoice to a specific job, which is essential when a client runs multiple events or venues.

Itemized flowers, arrangements, and services

Structure the main line item area so clients can see exactly what they’re paying for. Use columns or fields for a description (for example, “Bridal bouquet – white roses, eucalyptus”), quantity, unit price, line total, and optional notes.

Consider separating categories like individual stems, pre-made arrangements, design fees, and add-ons (candles, ribbons) so the client can clearly see product costs, design services, and other charges. This clarity reduces questions later and helps you defend pricing if a client asks for substitutions.

Labor, rentals, delivery, and additional fees

Non-flower charges are often overlooked but essential for a fair invoice. Include design time, setup/installation, tear-down/removal, travel or mileage, delivery to one or more locations, vase and stand rentals, arch or structure rentals, and rush fees.

Group these under a labeled section, like “Labor, Rentals, and Delivery,” so the client can easily distinguish product costs from services and logistics. If you have certain charges that recur, note them clearly and keep the rates consistent across invoices for the same job type.

Totals, taxes, discounts, and payment terms

Summarize the costs at the bottom with a subtotal, any applied discounts, tax, delivery charges, and the final total due. If applicable, show which items are taxable and which aren’t, and specify the tax amount and rate used. Include any shipping or delivery charges so the total is transparent.

Also spell out payment terms in plain language: accepted payment methods, whether a deposit is required, and when the balance is due (for example, “due on receipt” or “net 7/14/30”). Include late fees, and note any event-specific policies like non-refundable deposits or cancellation terms. Tools like HelloBonsai, QuickBooks, or FreshBooks can automate reminders and calculations for you.

Notes, policies, and care instructions

End with a notes section for extra information you want the client to have. Include substitution policies for seasonal blooms, lifespan expectations, vase return dates, and any special instructions agreed with the client. This section is also a good place for a warm thank-you message or a gentle reminder about referrals and future bookings, while staying professional.

How to create a florist invoice template step by step

This practical guide helps you build a reusable Florist Invoice Template that reflects your real pricing model, typical orders, and policies so you can invoice any client or event with just a few edits.

Step 1: Map your typical floral services and products

Begin by mapping your core offerings so the template captures the right line items from day one.

Your typical services and products include everyday bouquets, wedding party florals, ceremony pieces, reception centerpieces, installations, subscriptions, rentals, and common add-ons. By listing these categories first, you create a master menu that later becomes your invoice sections. This master list will guide what line items and sections you bake into the template for faster invoicing later, reducing back-and-forth with clients.

Use this master list to design a clean template: assign each category a standard description, note typical sizes or colors, and prepare price ranges so you can drop in items for any client with just minor edits. The result is a scalable framework you can reuse for different events while staying consistent with your pricing and offerings.

Step 2: Set up item categories and pricing structure

Next, set up how you bill and the pricing structure so the template stays consistent across orders.

Decide whether you bill per arrangement, per stem, per hour, or with flat fees. A simple, scalable approach is to map core categories: bouquets, centerpieces, installations, rentals, delivery, and labor. For each category, include example line items and default prices, such as bouquets: $40-$120, centerpieces: $60-$350, installations: $800-$3,500, rentals: vase rental $2-$10, delivery: $15-$75, labor: $25-$60 per hour. This framing lets you drop in items quickly while preserving accurate margins.

With this structure, your Florist Invoice Template stays consistent over time and makes it easy to price new orders. Use invoicing software like QuickBooks Online, FreshBooks, Wave, or Zoho Invoice to store your categories and auto-fill line items. Also set your tax handling and payment terms in the template so you don't miss charges, ensuring every invoice reflects your actual costs accurately.

Step 3: Design the invoice layout for clarity

Plan a clear, scannable layout that customers can understand at a glance.

Place information in a logical order: start with your business and client details at the top, followed by event information, then main floral items, services and rentals, and finally totals and payment terms. Use clear section headings and a simple, readable layout—no clutter, easy to scan, with ample space for detailed item descriptions essential in floral work. Choose a clean font like Arial or Roboto and keep margins consistent so the document looks professional on screen and in print.

In descriptions, include specifics your clients care about: bouquet colors and sizes, vase types, delivery date and setup times, and any substitutions if substitutions apply. This level of detail helps prevent back-and-forth and reduces the risk of miscommunication on event days, which is especially important for weddings and large installations.

Step 4: Add standard payment terms and policies

Define your payment terms once and embed them into the template so they apply to every invoice.

Set a deposit percentage and due date, final payment deadline, accepted payment methods (credit card via Stripe or PayPal, bank transfer, checks), late fees, cancellation windows, and any non-refundable fees typical in weddings and events. Embedding these terms in the template prevents missed details and keeps expectations consistent across all clients, saving time in negotiations.

Standard terms help you manage cash flow predictably. A practical approach is to require a 30% deposit due at signing, 70% due 14 days before the event, and a cancellation window of 60 days with a 25% non-refundable fee for weddings. Include clear payment instructions, portal links, and a contact for questions to minimize delays in getting paid.

Step 5: Customize for weddings, events, and recurring orders

Finally, adapt the base template into variations for common florist use cases.

For weddings, create a version with sections for bridal party florals, ceremony decor, and reception arrangements to reflect the full event scope. For everyday shop sales, maintain a lean version that covers bouquets, centerpieces, and delivery. For recurring orders, add fields that specify frequency (weekly, biweekly, monthly) and contract period to capture ongoing service details.

Save these variations as reusable templates with clear names such as Wedding Template, Everyday Shop Template, and Subscription Template so you can reuse them for new clients with only minor edits. This approach saves time, reduces errors, and lets you generate invoices quickly while keeping your pricing consistent across different events and service models.

How to fill out a florist invoice template accurately

Filling out a florist invoice template accurately starts with gathering all the right details and ends with a clear total that clients understand. This walkthrough uses a real client order to show how every field communicates value, timing, and payment expectations. By keeping language consistent and item descriptions precise, you help clients understand what they’re paying for and reduce disputes or delays.

Capture client, event, and delivery details first

The first step when filling out the template is always entering complete client, event, and delivery information. Verify spellings, addresses, event dates, and key contacts to avoid confusion with similar client names or multiple events. Accuracy here helps with follow-up, recurring work, and record-keeping.

Start by recording the client's full name and company (if used), a primary phone number, and a preferred email. Then fill in the event date, delivery date, and delivery window, plus the venue name and full address. Add an on-site contact and any required access notes, parking instructions, or elevator codes. When this section is precise, you can quickly check future bookings, confirm reorders, and keep clean records for audits or client follow-ups.

Use the fields in the Florist Invoice Template for client name, event date, delivery address, delivery window, and on-site contact. Double-check that the spellings match the contract, that the venue address is correct, and that the event date is not swapped with another order. Saving this data in the cloud (for example, Google Drive or Dropbox) and linking it to the client record makes follow-ups and recurring orders smoother.

List floral products and arrangements clearly

Itemize each bouquet, centerpiece, or installation with descriptive names and concise details.

Describe color palette, key blooms, and size for each item. Avoid vague labels such as “flowers” and instead use specific names that match the proposal or quote. For example, replace “Wedding Bouquet A” with “Blush Garden Bouquet — ivory roses, blush peonies, eucalyptus, 14 inches tall.” If you track inventory with SKUs, add them to the item line to help the team source the same blooms quickly.

Keep the language consistent across the invoice and the proposal. Each line item should clearly show the item name, a short description, the quantity, the unit price, and the line total. When staff reviews orders, this clarity reduces miscommunication at the venue and helps the client see exactly what you’re paying for, from flowers to finishing touches like ribbons or signage.

Account for labor, rentals, and extra services

Include all service-related items beyond the flowers: design time, setup, breakdown, on-site styling, equipment rentals, and travel. Scan event notes and the contract to ensure every promised service appears on the invoice. Leaving these off is a common reason florists undercharge for large events, so it pays to capture every hour and every rental.

For a typical event, estimate labor and rental costs based on actual hours and agreed rates. For example, design time might be 3 hours at $75 per hour, setup 2 hours at $60, and breakdown 1 hour at $60. Add rentals such as stands or vases at fixed rates and a travel fee if the team must travel to the venue. When you total these charges accurately, you present a complete picture that matches the planning notes and keeps margins clear.

Apply taxes, discounts, and deposits correctly

Taxes should be added based on the event location and the applicable tax rules in 2025. In many states, florists collect sales tax that varies by city and county, and some localities add special district taxes. Use your invoicing software to apply the correct rate automatically, and double-check the rate against the client’s location. Tools like QuickBooks Online, FreshBooks, Xero, or Square Invoices can handle tax calculations and keep records accurate.

Show early-bird or package discounts as separate line items so the client can see the savings, and record any deposits already paid as a credit against the total due. After adjustments, ensure the subtotal, tax, and total due align with the balance discussed in emails or the proposal. Recalculate by hand if needed to confirm accuracy before sending.

Review before sending to avoid client confusion

Outline a quick review checklist: confirm the client name and event date, verify quantities and prices, ensure all sections are filled where relevant, and check that terms and due dates are reasonable and consistent. A clear invoice reduces back-and-forth and speeds up payment.

Read the invoice from the client’s perspective. Would they clearly understand what’s included, when it will be delivered, and how much it costs? Ensure you include payment methods, due date, and contact details for questions. Finally, save the file as a PDF, attach any supporting documents like the proposal, and send it through your usual channel (email or your invoicing platform) so the client can pay promptly.

Invoicing tips for florists to get paid faster

Speeding up payments starts with how you structure and send your invoices. By focusing on timing, clear communication, and subtle promotional touches, you can improve cash flow and build stronger relationships with repeat clients, event planners, and venues. The tips below are designed to work with a florist invoice template so you get paid faster without hard selling.

Send invoices at the right time

Timing matters for cash flow, so plan when you send each bill. Align deposits, final invoices, and fulfillment checks with your policy to avoid surprises for clients.

Many florists request a deposit soon after a proposal is accepted, commonly 30-50% of the quoted amount, to cover materials and booking costs. The remaining balance is due 2-3 weeks before the event, or on a schedule you specify in your contract, so there is no last-minute scramble. For simple retail orders, consider invoicing immediately on fulfillment to keep cash flow steady and predictable for your shop.

Keep communication open with clients

Pair invoices with clear, friendly messages that restate key event details and payment expectations. This helps clients understand exactly what they’re paying for and what comes next.

For large events, follow up politely before the due date to confirm everything is on track, and verify that the invoice has reached the correct contact person, especially when working with corporate teams or venues. If a corporate client needs a PO number, note it on the invoice and in the email so approvals move smoothly. Keeping the lines open reduces questions and speeds payments.

Use your invoice to highlight promotions or add-ons

A small note section can be a smart place to mention seasonal offers, referral discounts, or add-on services. This keeps the client informed about options that enhance their event without feeling like a hard sell.

Describe how these notes add value for the client. For example, you could mention a seasonal centerpiece upgrade for winter events or a discount for referring another client. You might also highlight add-ons like a flower-subscription plan or holiday decor services. Keep the messaging subtle and client-focused, and ensure the notes align with the goals of repeat clients or venue partners using your Florist Invoice Template.

Offer convenient payment options

Make accepted payment methods clear and easy to use, especially for weddings and corporate accounts. When clients can pay online or choose from multiple methods, invoices sit unpaid less often due to friction or confusion.

Clearly list options such as credit cards, online payments via portals (Stripe, Square, or PayPal), ACH transfers, and mobile payments (like Venmo or Cash App). Provide a direct payment link or QR code when possible, and include a field for PO numbers if required by corporate clients or venues. By reducing steps and confusion, your Florist Invoice Template helps clients pay quickly and on time.

How Bonsai helps manage florist invoice templates

Florists juggle client details, event timelines, and a growing list of orders. Bonsai’s florist-focused invoice templates align with how you work—capturing event date, venue, delivery window, and itemized arrangements—while tying everything to a simple invoicing flow. As of 2025, Bonsai centralizes client and project data, reduces manual entry, and automates key steps from creation to payment, so you can spend more time designing and arranging and less time chasing paperwork.

To create reusable florist invoice templates

Set up a polished invoice layout once and save it as a reusable template in Bonsai.

Include sections for client and event details, itemized arrangements, rentals, labor, and standard payment terms. The template can cover bouquets, centerpieces, delivery fees, and setup time, plus notes for seasonal surcharges or venue requirements. Once saved, you can duplicate the template to create new invoices for weddings, retail orders, or ongoing subscriptions, then adjust items and terms as needed without rebuilding the structure.

To track and manage florist invoices in one place

Bonsai centralizes florist invoices so you can see status and history at a glance.

In the Bonsai dashboard, you can view which invoices are sent, viewed, paid, or overdue, all in one place. You can link each invoice to a specific client and project or event, making it easy to revisit past orders and tailor proposals for repeat customers. Over time, you can run profitability insights by service or event type, helping you identify the most profitable packages and plan future arrangements.

To automate florist invoice calculations and reminders

Automation in Bonsai helps you cut errors and save time on every invoice. The following automations are especially useful for florists, from precise math to timely reminders.

• Auto-calculate subtotals, taxes, and totals as items are added.
• Apply standard discounts or deposit amounts automatically.
• Generate recurring invoices for subscriptions, such as weekly bouquet deliveries or monthly seasonal arrangements.
• Send reminders for upcoming payments before the due date.
• Send overdue payment reminders automatically after the due date passes, with configurable grace periods.
• Auto-fill client and event details from project data and apply location-based tax rules.
• Integrate with payment gateways (Stripe, PayPal) to capture payments automatically when due.