Edit invoices, mark payments, and leave notes for your client
Summary
Each event in FlowerBuddy allows you to fully customize the payment schedule. You can add client-facing notes, generate downloadable invoices with QR codes, manually mark payments as paid for offline transactions, and issue refunds. All changes made to the payment schedule apply only to the selected event and won’t impact your template or account-wide settings.
Instructions
Open the event and go to the Details tab, then scroll to the Payments section.
To add notes to the payment schedule:
Click on the gray box labeled Click to add payment schedule notes.
Enter your note and click Stop Editing.
This note will appear below the payment schedule on the client’s portal.
To generate and download an invoice:
Click the down arrow icon next to the payment line (e.g., non-refundable deposit).
A PDF invoice is created with a QR code linking to the client’s payment page.
To add notes to the invoice:
Click Edit Payment Schedule.
Scroll to the bottom and add text in the Invoice Notes section (e.g., PO numbers).
Download the invoice again to see the updated notes under “Other Info.”
To manually mark a payment as paid (for non-Stripe payments):
Click the dollar sign with a check mark icon next to the relevant payment.
Choose the date and method (cash, cheque, other), then click Mark as Paid.
The payment will be updated on both your dashboard and the client’s portal.
To undo a payment status:
Click the undo arrow next to the marked payment.
For Stripe payments, this will issue a full refund.
Partial refunds must be issued directly from your Stripe account.
To customize the payment schedule:
Click Edit Payment Schedule again.
Add, remove, or modify payments using percentages or fixed dollar amounts.
Click Close to save changes; the system recalculates amounts based on the event total.