Free florist invoice generator
Bill arrangements piece by piece, with hard goods, delivery, setup, strike and rental returns shown — and a substitution clause that keeps the market from becoming your problem.
Build your florist invoice
Prefilled with a wedding floral package. Replace the pieces, labor and rentals, then download.
| Description | Qty | Rate | Amount |
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What is a florist invoice?
A florist invoice for event work is closer to a production budget than a shop receipt. Every piece is counted — bouquets, boutonnières, centrepieces, installations — and around them sit hard goods, labor, delivery, setup, strike and rentals that a client planning a wedding has never thought about.
Price per piece, not per stem. Clients cannot evaluate stem counts and quoting them invites a negotiation about roses. A named piece at a price — "bridal bouquet, garden style, $285" — is comparable, understandable and does not collapse when the market price of peonies moves in June.
Which is exactly why a substitution clause matters. Flowers are agricultural: crops fail, shipments freeze, a variety is unavailable the week of the event. State on every invoice that substitutions of equal or greater value may be made in the same colour palette and style. Written in advance, it is standard practice; explained afterwards, it is a complaint.
What to include
Everything below is already in the generator above — this is what each part is for.
Event or order details
Date, venue or delivery address, and the delivery or install window.
Personal flowers
Bouquets, boutonnières, corsages and flower crowns, counted and priced individually.
Arrangements and installations
Centrepieces by table count, ceremony pieces, arches and hanging installations.
Hard goods and rentals
Vessels, candles, arbors and stands, marked as sold or rented with return terms.
Labor, delivery and strike
Design hours, delivery, on-site setup crew and the strike or breakdown visit.
Deposit and substitution terms
Retainer applied, final payment date and the substitution policy.
Three steps to a finished PDF
Enter the event and the date
Client, event date, venue, and the delivery and setup windows.
Count and price every piece
Personal flowers, centrepieces and installations by count, then hard goods, labor and rentals.
Download and send
Download the PDF with the substitution and rental return terms in place, and send it with the final count.
Event floral pricing, deposits and the things clients forget
Bill labor as labor
Design hours, processing, delivery, setup and strike are between a third and a half of the cost of an event, and clients almost never account for them. Show them as lines. A strike visit at 11pm on a Saturday to collect vessels is real work, requires staff and should never be free because it happens after the party.
Rentals need a return policy on the invoice
- List rented vessels, candelabra, arches and stands with counts.
- State the return date and the replacement cost of items not returned.
- Take a refundable rental deposit for high-value hard goods.
Structure payments around the flower order
Your money goes to the wholesaler days before the event, so the client's final payment cannot arrive after it. A 25–35% non-refundable retainer at booking, the balance due two to four weeks before the date, and a final count locked at the same time. Late additions after the order is placed are billed as change orders at current market prices.
Write the substitution clause and the weather clause
Substitution of equal or greater value in the same palette is the industry standard, and it belongs on the invoice rather than in a conversation. Outdoor events need a second clause: heat, wind and rain damage installations, and the florist is not responsible for the condition of flowers placed in full sun at 3pm — the client chose the venue and the hour.
Three mistakes that delay payment
Quoting stem counts
It turns the conversation into commodity pricing. Price named pieces instead.
Setup and strike given away
Half the event day is labor. Bill delivery, install and breakdown as separate lines.
No substitution clause
When the peonies do not arrive, the clause is the difference between a phone call and a refund demand.