Florist Invoice Template — Free Download (2026)
Freelance florists and floral designers work with highly perishable materials, unpredictable seasonal pricing, and event timelines that can change the morning of. A professional invoice that captures labor, materials, delivery, and setup separately — and protects you with a clear deposit policy — is essential for keeping your cash flow healthy and your clients happy.
Create your florist invoice free
Professional PDF in 60 seconds. No signup required to try.
Generate invoice →What to include on a florist invoice
Your business name and contact info
Your business name, phone, email, and website. For event florists who also have a social presence, your Instagram handle is a legitimate business identifier — clients who discovered you there will appreciate the reference. If you're licensed and bonded (required in some states for commercial florists), note it for corporate and venue clients.
Client name, event date, and venue
Client's full name, event date, and venue address. For event florals, this context matters beyond billing — it confirms the scope, timeline, and delivery location on a single document. If you're doing multiple events for the same client (e.g., rehearsal dinner + wedding), create a separate invoice per event.
Labor and floral materials on separate lines
Never bundle labor into floral material pricing. List them separately: 'Bridal bouquet — materials: $120 / labor and design: $80.' This makes your value visible (labor is often 40–60% of the cost of an arrangement), and it makes scope changes easier to price when a client wants to add or modify arrangements.
Itemized floral materials with quantities
List specific flowers and quantities where possible: '24 stems garden roses (white), 15 stems ranunculus (blush), 12 stems eucalyptus, ribbon and mechanics.' This protects you from 'I thought it would have more flowers' conversations and documents exactly what was agreed to. For large events, a floral proposal document can serve as the backup, with the invoice referencing it.
Setup and strike fees
Installation labor (hanging, placing, arranging on-site), setup time, and strike/removal (if you break down rentals or collect vessels after the event) are separate line items. Don't absorb these — 'setup: 3 hrs @ $75/hr' makes the time investment visible and justifies the total.
Delivery fee and mileage
Delivery fee (flat or per-mile) for transporting flowers to the venue. For large events requiring a van or multiple trips, note the vehicle and time: 'Event delivery — van, 2 trips, 28 miles round trip: $65.' This prevents the 'I thought delivery was included' assumption.
Rental items
Vases, urns, arches, candelabras, stands, and other rentals should be listed separately with a return date and damage deposit if applicable. 'Brass candlestick rentals x8 — return by June 22: $120. Damage deposit: $75 (refundable).' Broken or unreturned rentals are a common pain point for florists — invoice for them explicitly upfront.
Deposit and payment terms
State the deposit collected and remaining balance clearly: 'Deposit paid April 12: ($500.00). Balance due 14 days before event.' For perishable-material orders, collect full payment 1–2 weeks before the event. You can't return flowers — your payment terms must reflect that.
Florist invoice examples
Wedding florals — itemized event invoice
INVOICE #FL-0041
Petal & Stem Florals | Client: Olivia Marsh | Event: June 21, 2026 — Riverside Estate Barn
| Item | Amount |
|---|---|
| Bridal bouquet — garden roses, ranunculus, tulips, eucalyptus (materials) | $145.00 |
| Bridal bouquet — design + labor | $95.00 |
| Bridesmaid bouquets x4 — mixed white/blush (materials + labor) | $280.00 |
| Boutonnières x6 — single rose + greenery | $90.00 |
| Ceremony arch — full floral (materials: roses, peonies, greenery) | $620.00 |
| Ceremony arch — installation + strike labor (4 hrs) | $220.00 |
| Reception centerpieces x10 — low garden arrangement (materials) | $550.00 |
| Reception centerpieces x10 — labor + design | $250.00 |
| Bud vase accent arrangements x20 (materials + labor) | $380.00 |
| Rental: brass bud vases x20 (return by June 28) | $120.00 |
| Event delivery — refrigerated van, 1 trip, 22 miles RT | $80.00 |
| Setup: on-site arrangement + placement (3 hrs @ $75/hr) | $225.00 |
| Deposit paid April 15 | ($1,027.50) |
| Balance due June 7 (14 days before event) | $1,027.50 |
Corporate standing order — weekly office flowers
INVOICE #FL-0058 — June 2026
Petal & Stem Florals | Client: Meridian Capital Partners | Weekly office arrangement subscription
| Weekly reception arrangement — June 3 (mixed seasonal, tall) | $85.00 |
| Weekly reception arrangement — June 10 (mixed seasonal, tall) | $85.00 |
| Weekly reception arrangement — June 17 (mixed seasonal, tall) | $85.00 |
| Weekly reception arrangement — June 24 (mixed seasonal, tall) | $85.00 |
| Monthly delivery fee (4 deliveries, 6 miles RT each) | $48.00 |
| Total — Net 15 (due July 15) | $388.00 |
5 invoicing rules for florists
Collect full payment 14 days before the event, not on the day
Flowers are ordered from your wholesaler 3–5 days before an event. If a client pays you the morning of their wedding, you've already bought the flowers. Require full balance 10–14 days before the event date. Include it in your contract and put the due date on every invoice. This is standard in the industry — clients who have booked other vendors already know to expect it.
Build a 15–20% material buffer into your quotes — and invoice accordingly
Flower prices fluctuate with season, availability, and supply chain. A specific stem you quoted in February may not be available in June, or may cost 30% more. Build a materials buffer into your pricing from the start. When invoicing, you don't need to explain the buffer — it's part of the professional price for sourcing and delivering guaranteed results.
Never absorb setup, installation, or strike labor
Setup and strike time is often invisible to clients — they see the finished result, not the hours it took to get there. Make it visible on your invoice. 'Setup and installation: 3 hrs @ $75/hr: $225' reminds clients that what they're paying for includes skilled labor, not just flowers. Absorbing this time compresses your effective hourly rate to unworkable levels on event-heavy weekends.
Invoice rental items separately with clear return terms
Vases, vessels, arches, and stands are significant investments. Invoice them as separate line items, state the return date, and collect a damage deposit if the value is meaningful. A $200 urn that doesn't come back (or comes back broken) needs to be documented on the invoice to have any claim against the client. 'Vase rental — return by [date], damage deposit $50 refundable upon return in good condition.'
For standing orders, invoice monthly and require auto-pay
Weekly or bi-weekly standing orders for offices or hotels should be invoiced monthly and collected via ACH auto-pay. Chasing weekly payments from corporate accounts is an administrative burden that makes small standing orders unprofitable. Monthly invoicing with auto-pay makes the relationship sustainable. If a corporate client insists on purchase orders and Net 30 terms, price accordingly — your cash flow cost is real.
Frequently asked questions
How do florists typically structure deposits for weddings?↓
Standard for wedding florists: 25–50% non-refundable retainer at booking to hold the date, with the balance due 2 weeks before the event. For large wedding orders (above $3,000), a 3-payment structure works well: 30% at booking, 40% at 90 days out, 30% 14 days before. Never hold a date without a deposit — flowers and event weekends are both non-refundable commitments on your end.
What's a fair markup on floral materials?↓
Industry standard is 2–3x wholesale cost for event florals. If you pay $40 wholesale for materials in an arrangement, you charge $80–$120 for materials alone — before adding design and labor. The markup covers your time to source, purchase, transport, and store flowers; shrinkage and spoilage; and the expertise to know what works together. Charging wholesale + a flat design fee usually undervalues the material expertise.
How do I handle it if a client wants to add arrangements the week of the event?↓
Last-minute additions — beyond 5–7 days before the event — should be invoiced at a rush surcharge (20–30% above your standard rate). Flowers need to be ordered in advance, and a call from a bride on Thursday asking for 4 more centerpieces for Saturday's wedding requires you to find the product and make it work at the last minute. Make this policy explicit in your contract and reference it when the request comes in.
Should I charge sales tax on floral arrangements?↓
This varies by state. Most states exempt cut flowers when sold for resale but tax retail floral sales to end consumers. Some states tax labor separately from materials. You need to understand your state's rules — this is not a question to guess at. Consult a local accountant or your state's department of revenue. Once you know the rules, apply tax consistently and show it as a separate line on every invoice.
How do I invoice for a micro wedding vs. a large event?↓
Micro weddings (under 30 guests) often have similar setup and delivery overhead to larger events, just fewer arrangements. Don't discount your labor and logistics proportionally with guest count — your time to set up an arch is the same whether it's for 20 or 200 people. Price labor and setup at your standard rates and adjust only the materials portion for the smaller arrangement count.
Create your florist invoice in 60 seconds
Professional PDF, free to try. No signup required for your first invoice.
Generate free invoice →