Florist Invoice Template
Florists send two very different invoices. Everyday orders, such as a standing weekly lobby arrangement or sympathy pieces for a funeral home on account, need the delivery date and address, the arrangement and the client's purchase order, and are often summarised on a monthly statement. Event and wedding work needs much more: arrangements by type and final count, the date the count was confirmed, the stems or style promised and any substitution clause, delivery, setup and strike times at the venue, rented vases, compotes or arch frames, the booking deposit already paid and, if you hold one, a refundable security deposit for the rentals. Sales tax makes the line split matter: states treat flowers, arrangement labour, delivery, installation and rentals differently, so each belongs on its own line. This template has fields for both kinds of order. The download is an editable HTML invoice with invoice number, dates, a line-item table and totals. Fill it in your browser and print it or save it as PDF, or type or say what you ordered and InvoiceQuickly drafts an editable invoice for you to check before saving.
Preview this editable document
Download the HTML file to edit its fields, then print or save as PDF. Totals are entered manually.
What This Template Includes
- Event or delivery date, venue or delivery address and on-site contact
- Arrangements by type, size and count (bouquets, centrepieces, installations)
- Final count and the date it was confirmed
- Flower varieties or palette promised, and the substitution clause
- Delivery, setup and strike times
- Rentals: item, quantity, rate and return time (vases, compotes, arches)
- Refundable security deposit for rentals and the charge for unreturned items
- Booking deposit paid and payment schedule
- Client purchase order or account number (standing orders)
- Taxable and non-taxable lines, under your state's rules
How to Create Your Florist Invoice
- 01
Describe your work
Type a plain English description of the services you provided, the client, and the amount.
- 02
AI generates your invoice
InvoiceQuickly's AI drafts the client, line items, dates, and totals for you to review before saving.
- 03
Review, download, and send
Check every detail, download the PDF, or use Pro to email the PDF directly to your client.
Recommended Payment Terms
Event florists usually take a booking deposit to hold the date (often non-refundable, as the contract states), a second payment when stems and hardgoods are ordered, and the balance before the event, after the final count. Asking for the balance before the event matters more for florists than most trades, because the flowers are bought and perishable before the client has seen them. Rentals need their own terms: when they are collected, and what is charged for broken or missing items, either deducted from a refundable security deposit or invoiced after the event. Standing orders for businesses are billed monthly in advance with the delivery dates listed, because the number of deliveries changes from month to month; funeral homes, hotels and restaurants on account are often invoiced per order with a monthly statement and net 30. Print the actual due date on every invoice.
Need help writing payment terms? Read our guide to invoice payment terms for best practices and templates.
Tax Information
Flowers are tangible goods, so start from your state's sales tax rules for goods; the harder questions are the charges around them. California's Tax Guide for Florists (CDTFA) says labour to make arrangements is taxable fabrication labour, decorating services performed with the sale of flowers are taxable even at the client's venue, separately stated labour to install a finished piece is generally not taxable, and delivery is exempt only when you use a common or contract carrier, state the charge separately and charge no more than the carrier cost; delivery in your own vehicle is taxable. New York's Tax Bulletin ST-838 says delivery charges on a bill for taxable goods are taxable even when listed separately. Rental charges and refundable deposits have their own rules, so check your state revenue department before setting up invoice lines. InvoiceQuickly applies one tax percentage to the whole invoice, so if some lines are not taxable, put them on a separate invoice. General information, not tax advice. Last reviewed: 28 October 2026.
Industry context (2026)
Weddings set the scale for event florals: The Knot 2026 Real Weddings Study, based on 10,474 US couples who married in 2025, put the average spend on wedding flowers at $2,800, which is why florists take deposits and stage payments rather than billing after the event. Sales tax is where florist invoices are most often wrong. The California Department of Tax and Fee Administration's Tax Guide for Florists treats arrangement labour and decorating with flowers as taxable, separately stated installation labour as generally not taxable, and delivery in the florist's own vehicle as taxable. New York's Tax Bulletin ST-838 (Shipping and Delivery Charges; page updated 16 October 2026) says delivery charges on a bill for taxable goods are taxable even when separately stated, unless the customer arranges and pays a carrier directly. These differences are why delivery, setup, strike, decorating and rentals each need their own invoice line. Sources accessed October 2026; general information, not tax advice.
Worked example
Worked example (illustrative prices and an assumed 8% combined sales tax rate on every priced line; your state's rules may differ): a florist books a company's awards dinner at a hotel on Saturday 14 November 2026. The contract quoted 18 tables, took a $1,000 booking deposit on 15 September, set the final count deadline at 10 days before, and requires a $200 refundable security deposit for rented hardgoods, returned within 7 days after the event less $12 for each unreturned or broken cylinder. On 4 November the client confirms 20 tables. Invoice INV-0231 is dated 5 November, due 10 November. Line 1: low centrepieces, white and green seasonal mix, final count 20 tables confirmed 4 November, 20 × $85.00 = $1,700.00. Line 2: floral garland on the ballroom entrance arch, built on site, 1 × $900.00. Line 3: metal arch frame rental, collected at strike, 1 × $150.00. Line 4: glass cylinder rental, 3 per table, 60 × $2.00 = $120.00. Line 5: delivery to the loading dock, setup from 2:00 pm and strike from 11:30 pm, 1 × $275.00. Subtotal $3,145.00; sales tax at 8%, $251.60; total $3,396.60; less booking deposit received 15 September, $1,000.00; balance $2,396.60. Refundable security deposit, held separately and not part of the price: $200.00. Amount due by 10 November: $2,596.60. After the event, 2 cylinders are missing, so the florist returns $176.00 and notes the $24.00 deduction. The invoice settles the two questions clients ask: why it is more than the quote (two extra tables, shown by count and date) and what happens to the $200.00.
Common mistakes to avoid
One 'event florals' total
A single figure hides the count, the rentals and the delivery. When the count changes, nobody can see why the price moved. List each arrangement type with its count.
Billing the balance after the event
Flowers are bought and conditioned days before the event. Take the balance before, after the final count, so you are not chasing payment for perishable stock already used.
Mixing the security deposit with the booking deposit
One is a payment toward the price; the other is returned. Keep them on separate lines with separate rules, or the client cannot tell what they will get back.
Assuming delivery is never taxed
In California, delivery in your own van is taxable; in New York, delivery of taxable goods is taxable even when separately stated. Check your state before leaving tax off the delivery line.
Rewriting a part-paid invoice
When the count changes after a deposit is paid, issue a supplementary invoice for the difference, or a corrected final invoice that shows every payment, rather than editing the original.
Invoicing Tips
- 1Write the final count and its date on the invoice ('20 tables, confirmed 4 November'). It is the line couples and planners dispute, and the date shows the change came from them.
- 2Keep delivery, setup, strike, decorating and rentals on separate lines. Even if your state taxes them all, the client can see what each costs, and you can change one line's tax treatment if the rules require it.
- 3List rentals with a return time and the charge for each unreturned or broken item, so the deduction from a security deposit is a calculation, not a negotiation.
- 4Name the palette or key varieties, plus the substitution clause number. 'White peonies replaced with white garden roses, equal value, per clause 6' ends the conversation.
- 5For standing orders, list the delivery dates in the period. A five-Monday month costs more than a four-Monday month, and the dates show why.
- 6Send a statement of account each month to funeral homes, hotels and restaurants that order often, showing which invoices are still open.
Related Resources
Frequently Asked Questions
What should a florist invoice include?
Your details and the client's, invoice number and dates, the event or delivery date and address, each arrangement by type and count, the final count date, delivery, setup and strike, rentals with return terms, sales tax where it applies, deposits already paid, the balance due and its due date, and how to pay.
How do florists invoice a wedding deposit?
Issue the full quote or invoice at booking with the payment schedule in the notes, then take the booking deposit against it, or issue a separate deposit invoice. The final invoice shows the deposit received and the balance. If the count changes after the original invoice is part-paid, issue a supplementary invoice for the difference rather than rewriting the first one.
Should a florist charge a security deposit for vase and arch rentals?
Many do, for events with a lot of rented hardgoods. Keep it separate from the booking deposit, say in the contract when it is returned and what is deducted for missing or broken items, and list those items and their charges on the invoice.
Do florists charge sales tax on delivery?
It depends on the state. In California, delivery is exempt only when a common or contract carrier delivers, the charge is stated separately and it does not exceed the carrier's cost; delivery in the florist's own van is taxable. New York taxes delivery charges on taxable goods even when they are listed separately.
How do I bill a standing weekly flower order?
Invoice monthly in advance and list each delivery date, because the count of deliveries changes. A $120 weekly arrangement delivered every Monday costs $480 in a four-Monday month and $600 in a five-Monday month. Ask for the client's purchase order or account number when you open the account.
Can I use this template for walk-in sales?
Walk-in and phone sales belong in a point-of-sale system. This template is for event, wedding, corporate and account clients, where the client needs an invoice to approve and pay.
Can I make florist invoices in InvoiceQuickly?
Yes. Type or say the event, arrangements, counts and rentals, and InvoiceQuickly drafts an editable invoice you review before saving. It has no deposit field or rental tracking: bill a deposit as its own invoice or record it as a partial payment, which reduces the balance. Free covers 5 invoices, 5 clients and 3 AI drafts in total; Pro is $9 a month.