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What you'll be able to do after this tutorial
- Collect a booking deposit automatically when a contract is signed
- Set up a 3-milestone payment structure so you're never owed more than 34% at delivery
- Automatically send payment reminders at 14, 7, and 3 days before each milestone
- Store client cards securely so payments can be processed with one click
- Automatically send overdue follow-ups if a payment is missed, professionally and firmly
- Set up automatic weekly billing for standing-order retail clients
The 3-Milestone Payment Structure Every Florist Should Use
Collecting one large payment after the wedding is risky, and collecting everything upfront feels uncomfortable for clients. The 3-milestone structure protects you financially while feeling fair to your clients. It's standard practice in the wedding industry and every professional florist should use it.
At Booking
33% Deposit
Retainer / Deposit
Collected when the contract is signed, this "holds the date." Processed immediately via Stripe card-on-file or invoice link. Non-refundable per your contract terms. Covers your material ordering costs.
60 Days Before
33% Installment
Mid-Point Payment
Sent automatically by FreshBooks 75 days before the event (so it's due 60 days before). Covers your growing labor and preparation costs. Client has budgeted for this, it's not a surprise.
14 Days Before
34% Final Balance
Final Balance
Due 14 days before the event, before you order final flowers. This is crucial: never deliver flowers you haven't been paid for. If this payment doesn't come in, you have 14 days to resolve it before any flowers are purchased.
Choosing Your Invoicing Tool
Here's a quick comparison to help you pick the right tool for your studio size:
Solo Florist
Wave
Free to start
Best for: Studios doing under 15 weddings/year
Pros: Free, easy to use, online payments
Cons: Less automation, limited reminders
Upgrade when: You're spending more than 2 hrs/week on invoicing
Most Popular
FreshBooks
$17/month
Best for: Studios doing 15–50 events/year
Pros: Automated reminders, reporting, receipt tracking, Stripe integration
Cons: Monthly cost
Upgrade when: Growing beyond 50 clients/year
Full Suite
HoneyBook
$16/month
Best for: Studios wanting contracts + invoicing together
Pros: Client portal, contracts, scheduling, invoices in one place
Cons: Learning curve
Best for: Studios who want to look very professional
1
Set Up Your Wedding Invoice Template in FreshBooks
Go to FreshBooks → Invoices → New Invoice. You'll create a template with your standard line items that you can duplicate for each new wedding. Then set up the 3 milestone invoices with due dates calculated from the event date.
Standard Wedding Invoice Line Items
INVOICE #[Number], [Client Name] Wedding
Event Date: [Date]
Event Venue: [Venue]
LINE ITEMS:
1. Bridal Bouquet ....................... $[Price]
2. Bridesmaid Bouquets (x[qty]) ......... $[Price]
3. Boutonnieres (x[qty]) ................ $[Price]
4. Ceremony Arch / Altar Arrangement .... $[Price]
5. Guest Table Centerpieces (x[qty]) .... $[Price]
6. Cocktail Hour Arrangements ........... $[Price]
7. Cake Flowers ......................... $[Price]
8. Setup & Delivery Fee ................. $[Price]
─────────────────
SUBTOTAL: $[Total]
Tax (if applicable): $[Tax]
─────────────────
TOTAL: $[Grand Total]
PAYMENT SCHEDULE:
→ Deposit (33%): $[Amount], Due today
→ Installment (33%): $[Amount], Due [60 days before]
→ Final Balance (34%): $[Amount], Due [14 days before]
📸 Screenshot: FreshBooks invoice template showing wedding line items and 3-milestone payment schedule at the bottom
2
Configure Automatic Payment Reminders
In FreshBooks, go to Settings → Invoice Reminders. Turn on automated reminders for each invoice. Here's the exact reminder schedule to set up for each milestone:
| Reminder | When | Subject Line | Tone |
|---|
| Friendly Advance | 14 days before due | "Your [payment milestone] is coming up on [date]" | Warm, informational |
| Week Reminder | 7 days before due | "One week until your payment of $[amount] is due" | Helpful, clear |
| Final Reminder | 3 days before due | "Final reminder: $[amount] due in 3 days" | Firm but friendly |
| Overdue Day 1 | 1 day after due | "Your payment is overdue, can we help?" | Concerned, helpful |
| Overdue Day 7 | 7 days after due | "Important: Outstanding balance of $[amount]" | Firm, action required |
| Overdue Day 14 | 14 days after due | "Final notice: $[amount] overdue, please respond" | Serious, clear consequences |
📸 Screenshot: FreshBooks invoice reminder settings showing 6 automated reminders configured with days and custom messages
3
Enable Stripe Card-on-File at Contract Signing
The smoothest payment experience: collect a card at the moment a client signs their contract. Then each milestone invoice processes automatically without anyone needing to click a link or re-enter card details. This is especially powerful for the final balance, it just charges automatically 14 days before the event.
Card-on-File Language for Your Contract
"PAYMENT AUTHORIZATION
By signing this contract, [Client Name] authorizes
[Business Name] to charge the credit or debit card
provided below for the following scheduled payments:
→ Deposit (33% of total): Charged on [Contract Date]
→ Second Payment (33%): Charged on [60 Days Before Event]
→ Final Balance (34%): Charged on [14 Days Before Event]
Any changes to the card on file must be communicated
at least 7 business days before the scheduled charge.
Card Number: __ __ __ __ / __ __ __ __ / __ __ __ __ / __ __ __ __
Expiration: __ __ / __ __ CVV: __ __ __
Name on Card: _______________________
Billing ZIP: _______________________
Signature: _______________________ Date: ___________"
If you're using HoneyBook or Dubsado, this card collection is built in. If you're using FreshBooks + Stripe, you can add a Stripe payment link to your contract that stores the card and sets up automatic charges on your payment schedule.
4
Set Up Standing Order Billing for Retail Clients
Restaurants, hotels, and offices that order weekly arrangements are your most valuable retail clients. Automate their billing so you never have to invoice them manually. In Stripe, go to Products → Create Product → Recurring to set up a weekly or monthly subscription at their regular order amount.
Standing Order Billing Options
WEEKLY STANDING ORDER (e.g., restaurant)
→ Stripe Subscription: $[Weekly Amount] billed every Monday
→ Card charged automatically, no invoice needed
→ FreshBooks automatically records each payment
→ Annual receipt sent at year-end for their accounting
MONTHLY STANDING ORDER (e.g., office reception)
→ Stripe Subscription: $[Monthly Amount] billed 1st of month
→ Email receipt sent automatically on each charge
→ Client can update card details via Stripe customer portal
HOW TO SET UP:
1. In Stripe: Products → Create → Recurring Price
2. Customer Portal: Settings → Enable Customer Portal
3. Send client a Stripe Setup link to save their card
4. Subscription starts → charges run automatically forever
Real Business Result
Garden & Grace Floral, Nashville, TN
Rachel was owed over $6,200 in outstanding invoices at any given time, mostly final balances from weddings. Chasing payments was consuming 4+ hours per week. After implementing this system:
$6,200→$0
Outstanding AR (3 months)
97%
On-time payment rate (was 61%)
4hrs→20min
Weekly billing admin time
"The card-on-file system was the biggest change. Now when the 14-day final balance date hits, it just charges automatically. I don't have to send anything or follow up on anything. I went from having $6,000 in outstanding invoices to literally zero, in 3 months."
Frequently Asked Questions
What if a client's card declines on the automatic charge?
Stripe's Smart Retries feature automatically attempts the charge again over 7 days at different times. If it still fails, Stripe sends the client an email asking them to update their card. You'll receive a notification and can follow up personally if needed. This handles 90% of declined cards automatically.
Should I charge a late fee?
Yes, many florists charge $25 for payments more than 14 days overdue, or add an interest clause of 1.5% per month. Having this in your contract is what makes the final overdue reminder carry weight. In FreshBooks, you can add a late fee automatically to overdue invoices under Settings → Late Fees.
Is it okay to not do any flowers until the final balance is paid?
Absolutely, and you should have this in your contract. Many florists include: "Flower orders will not be placed until the final balance has been received." With the card-on-file system charging 14 days before the event, this gives you time to resolve any payment issues before ordering. It's professional and protects you.
Does Wave have automatic reminders?
Wave has basic due-date reminders but they're less customizable than FreshBooks. For a free tool, it's a solid starting point, you can manually set reminders and get paid via Wave's online payment system. Once you're booking 15+ events per year, upgrading to FreshBooks pays for itself quickly.
