Florist invoice template

Florist invoicing FAQ

What should a florist's invoice include?

Event date and venue (delivery address often differs from billing address: important for wedding florists), itemized arrangements (bridal bouquet, bridesmaid bouquets, boutonnieres, ceremony pieces, reception centerpieces, etc.) with quantities, delivery and setup fees, any rented vessels or hardscape (arches, columns) that need to be returned, sales tax (florist goods are taxable in most states), and the deposit-paid balance. Per-piece itemization protects both sides if a client requests changes; a flat 'wedding flowers' line invites disputes about what was promised.

How should florists structure deposits?

Take a 25-50% non-refundable deposit at booking (covers the floral order from the wholesaler, which can't be unwound 4-6 weeks before the event), with the balance due 2-4 weeks before the event. Some florists take an additional 25% at the design-meeting milestone for larger weddings. Final color/style adjustments lock 2 weeks out; changes after that are billable as a rush fee plus any additional materials cost.

Should delivery and setup be on the invoice?

Yes, as separate line items. Delivery covers transporting arrangements to the venue (typical $50-$200 depending on distance and arrangement count). Setup covers placing arrangements, building installations, attaching ceremony pieces, and any styling: a much higher-touch service ($150-$500+ for a wedding, depending on scale). Lumping them into one 'service charge' tends to cause disputes. Separate lines show what each one costs.

How do florists handle rented hardscape (arches, vessels, candelabras)?

Two approaches: (1) include the rental fee in the arrangement price and separately invoice a refundable security deposit that's returned when the items come back undamaged; (2) bill the rental as its own line item with the security deposit shown separately. Either works. Whichever you choose, name the items being rented in the description ('Brass candelabras × 8'), the deposit amount, and the return condition expected. Without these details, the client can argue the items were a gift.

Do florists charge sales tax?

Florist goods are taxable in nearly every US state: fresh flowers, arrangements, hardscape rentals, and add-on goods all qualify as taxable tangible property. Labor (design, installation) is taxed in some states (Hawaii, New Mexico, South Dakota, West Virginia, parts of Connecticut) and not in most others. Wire-service deliveries (FTD, Teleflora, 1-800-Flowers) have specific multi-state tax rules: typically the originating florist collects tax based on the recipient's state, not the sender's. Check with your state revenue department for specifics.

What payment terms work for florists?

Wedding and event work: deposit at booking, balance due 2-4 weeks before the event. Daily-shop work (anniversary bouquets, sympathy arrangements, weekly office accounts): due on receipt or Net 7 for retail accounts; Net 15 or Net 30 for corporate accounts (offices, hotels, restaurants with weekly arrangements). For new event clients, the non-refundable deposit is non-negotiable. Wholesale flower orders can't be canceled inside 4 weeks without losing the order cost.