Manage invoices, payments, and receipts

The Payments section connects four related records without treating them as the same thing:

• The payment schedule states what is expected.

• An invoice explains an amount owed.

• A payment records money received.

• A receipt acknowledges that payment.

The Payments section displays the schedule, payment configuration, paid state, and available row actions together.

Configure event invoices

1. Open the event and select Details > Payments.

2. Under Invoice Settings, select Edit Invoice Settings.

3. Choose Billed To. The automatic option uses the event signer when that signer has an email address. If there is no eligible signer, it uses the first event client alphabetically. Choosing a saved client fixes that choice for this schedule.

4. Enter the text you want to save under Company Notes, Payment Instructions, and Client Notes. Leave a field empty when the invoice does not need that type of information.

5. Turn on Attach Invoice to Payment Notifications when automated payment notices should include the invoice.

6. Select Save.

Review the PAY TO, BILLED TO, and PAYMENT INSTRUCTIONS preview after saving. Use Download Invoice on a payment row to generate its invoice PDF, then check the document before sharing it.

The current invoice number is a workspace sequence managed in the default payment settings, not in this event's invoice settings. Raising it affects newly generated invoices across the workspace, can create a gap, and cannot be undone. Do not change it simply to renumber one event.

Record a payment received outside FlowerBuddy

Use Mark Paid for money received outside the online payment flow, such as cash or a check.

1. On the unpaid payment row, select Mark Paid.

2. Review Total Paid. If final-payment tips are enabled, review the separate payment and tip amounts.

3. Choose Paid On.

4. Choose Cash, Check, or Other under Payment Method.

5. Leave Send receipt to client off unless you intend to send an external email now.

6. Select Mark Paid.

The row becomes paid, Total Paid increases, and Outstanding decreases by the base payment amount. A recorded tip increases Total Tip without reducing the event balance.

To reverse an eligible manual record, select Mark Unpaid and confirm it. The base amount returns to Outstanding. Provider-processed card and ACH payments use the refund action instead of Mark Unpaid.

Send a reminder or receipt

Send Payment Reminder is a manual message for one unpaid row. Choose an existing client or enter a new recipient only after confirming the address. Selecting Send Reminder sends an external email.

When recording a manual payment, Send receipt to client sends the receipt as part of that action. For an existing paid row, Resend Receipt sends another receipt. A receipt can be addressed to a client or, where offered, a professional contact.

These manual actions are separate from the automatic Payment Notification Emails configured in the event's Settings section. Turning an automatic notification setting on or off does not send a message immediately.

Review an online transaction

A paid online row shows its payment method. Select View transaction details to review the available provider reference, base amount, tip, application fee, refunds, and billed-to information.

To trace that payment to your bank account, see check client payments and bank payouts. A received client payment and a provider's bank payout are separate records.

Use Refund Payment when a supported online payment needs to be returned:

1. Review the maximum refundable payment and tip amounts.

2. Enter the base and tip amounts to refund.

3. Choose whether to refund the corresponding application fee when that option is available.

4. Review the refund summary and add an optional note.

5. Confirm the refund only after checking the total and original payment method.

A refund returns money through the original provider and updates the schedule totals. It is a financial action, not a way to edit the schedule. Partial refunds leave the remaining paid amounts visible.

Choose the correct payment correction

The action depends on how the original payment was recorded:

Action	Use it for	Effect
Mark Unpaid	Reversing an eligible payment that was manually marked paid as cash, check, or other	Removes that paid record from the schedule and increases the outstanding balance. It does not send money to the client.
Refund Payment	Returning money from a supported online card or ACH payment	Sends a refund through the original provider and updates the payment record. You can refund part of the available amount.

The undo-style Mark Unpaid control does not open the online refund dialog. Online payments have their own Refund Payment action.

If you already returned money outside FlowerBuddy, such as through Venmo, do not issue a provider refund simply to make the records match. That would return money again. Contact FlowerBuddy support to confirm how to record the external return for that payment, including a partial return.