Book an event or wedding with a deposit

An event or wedding in GetFloristPOS starts as a quotation, becomes a sales order when the client says yes, and holds the deposit against that order until the balance is due. Every payment is recorded on the client’s ledger, so you always know who has paid what, and a reminder tells you when the balance is due. No more deposits written on the back of an order pad.

Before you start

• You are on the Bloom or Garden plan (event orders with deposits are part of both).
• You have a custom field for the event date and venue, or you use the delivery date and address fields.
• Your payment methods are set up, including any custom ones such as bank transfer, JazzCash or Easypaisa.

Steps

1. Add the client as a customer. Go to Contacts → Customers → Add. Enter the client’s name, phone and address. If you run a wedding customer group, add them to it so you can filter later.
2. Create a quotation for the event. Go to Sell → Add quotation. Add each piece, such as bridal bouquet, bridesmaid bouquets, centerpieces, stage décor or garlands, with quantities and prices. Enter the event date, venue and setup time in the custom fields. Print or send the quotation.
3. Convert the quotation to a sales order. When the client accepts, open the quotation and convert it to a sales order. The order keeps every line and price, so nothing has to be typed twice.
4. Take the deposit. On the sales order, click Add payment and enter the deposit amount and method. The order now shows the amount paid and the balance due. If the client pays before the order is written, record it under Contacts → Customers → Add advance payment instead, and apply that advance balance when you create the order.
5. Set the balance due date and reminder. Enter the balance due date on the order, usually a week or two before the event. In the CRM module, add a follow-up for that date so you, or the assigned staff member, get a reminder.
6. Collect the balance and deliver. When the client pays, add the payment to the same order. Once the order is fully paid, set its status as the work moves along and deliver on the day. The customer ledger shows the full payment history.

Common problems

The deposit is not showing on the order

It was probably recorded as an advance payment on the customer rather than on the order. Open the order, add a payment, and choose Advance as the method to apply the balance.

The client changed the design after paying the deposit

Edit the sales order lines. The payments stay attached, and the balance due recalculates. Send the client an updated copy.

Prices include tax incorrectly

Check the tax rate on each line. In the UAE, prices are normally VAT-inclusive; in the US and Pakistan, tax is usually added. See Set receipt language and currency.

Next

For large weddings, build stem recipes for repeat pieces such as centerpieces so stock is reserved correctly. Read Build an arrangement recipe, then Set delivery zones and time slots to block the van for setup day.