Cash flow is one of the most common reasons floral design businesses struggle — not because they lack clients, but because they're funding their work upfront and collecting payment too late or too slowly. A clear deposit and payment structure protects your cash flow and filters out clients who aren't serious.
Why Florists Must Collect Deposits
Floral work requires significant upfront investment. You're ordering flowers on the client's behalf days before the event — flowers that are perishable and can't be returned. If a client cancels after you've placed the order, or simply no-shows, you absorb those costs entirely without a deposit. A deposit isn't just about revenue — it's about covering your sunk costs in the event of a cancellation.
Deposits also function as a commitment filter. Clients who balk at paying a deposit are often the same clients who cancel last minute or become difficult to work with. Requiring a deposit upfront attracts clients who are serious and committed to the booking.
How to Structure Your Deposit Policy
A standard florist deposit structure varies by event type:
- Small events and retail orders: 50% deposit at booking, balance due on delivery
- Corporate events: 25–50% deposit at booking, balance due 7–14 days before the event
- Weddings: 30–50% deposit at booking, 50% balance due 2–4 weeks before, any final balance due the week of
All deposits should be explicitly non-refundable. State this clearly in your contract and repeat it verbally during the booking conversation so there are no surprises. See our guide to florist contracts for how to document this properly.
Which Payment Methods to Accept
Make it easy for clients to pay you. Accept credit cards (Stripe, Square) even though they carry a fee — clients who can't pay by card often can't pay at all. Bank transfer (ACH) is a good alternative for larger event balances because the fees are lower. Avoid accepting personal checks for deposits, as they can bounce after you've already committed to the event.
If you add a credit card surcharge to cover processing fees, disclose it upfront in your contract. Surprise surcharges on invoices create unnecessary friction.
Handle Late Payments Proactively
The best way to handle late payments is to prevent them. Send invoices with a clear due date and follow up automatically 3 days before and on the due date. Don't wait two weeks after a missed payment to chase it — by then the client has already mentally moved on.
For large events, your contract should state that work does not proceed until the balance due milestone is paid. Never arrive at a venue to set up flowers without having received final payment — you lose all leverage once the work is done.
Track Every Payment in One Place
When you have multiple events booked at once, keeping track of which deposits were received, which balance payments are due, and which invoices are outstanding gets complicated fast. Threecus lets you track payment status for every client alongside the rest of their booking details — contracts, communications, event date — so nothing falls through the cracks. Learn more about managing your full client workflow in our guide to florist business systems.
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