Set up the payment schedule

A payment schedule states how much the client is expected to pay and when each amount is due. It is a plan for collection, not proof that money has been received.

For example, an event can have a retainer due after contract signing and a final balance due before the event date. The payment records later show which of those amounts were actually paid.

Enable the schedule

1. Open the event and select Details.

2. Expand Payments.

3. Under Payment Settings, turn on Enable Schedule.

4. Select Edit Schedule.

FlowerBuddy always includes a Final Payment row. Its amount is the remaining event balance after the other scheduled payments.

The Payments section shows the saved schedule separately from its editor. Each row has its own amount, due date, paid state, and available actions.

Add a scheduled payment

1. In Edit Payment Schedule, select Add Scheduled Payment.

2. Enter a client-facing Name, such as Retainer or Second Payment.

3. Choose whether the row uses Amount (%) or a fixed currency amount.

4. Set its due date.

For a live event, you can select a Calendar Date. You can also describe the date as a number of days Before or After either Contract Signing or Event Date.

A contract-signing date can only be the starting point for a date on or after signing. If a due date should occur before signing, base it on Event Date or enter the exact Calendar Date.

For Due (days), enter the number and then press Tab or move to another field so FlowerBuddy saves the value. The other schedule fields also save as you change them. Review every row, then select Close to leave the editor.

This example uses a 25 percent retainer due after contract signing and the remaining 75 percent due seven days before the event.

Keep the final payment last

The schedule must account for the event total, and Final Payment must be the last payment scheduled to occur. FlowerBuddy shows a warning when:

• the payment percentages do not total 100 percent with the final payment;

• fixed amounts do not reconcile to the event price; or

• another payment is scheduled after the final payment.

Correct the amounts or due-date rules until the warning clears. Do not ignore a copied schedule whose relative dates no longer make sense for this event.

If all existing payment rows and the final payment are already paid, FlowerBuddy can add a new final payment for a later amended balance.

Edit or delete a row

Open Edit Schedule and change an unpaid row's name, amount, due-date rule, or payment-method choice. Paid rows are read-only because they are part of the received-payment record.

To delete an unpaid scheduled row, select its trash icon and then select Delete in Confirm Delete Payment. The Final Payment row cannot be deleted.

Deleting a scheduled row changes the plan and recalculates the remaining final payment. It does not delete a separate payment that was already recorded as received.

Read the schedule

The table shows each payment's name, amount, due date, and paid state. Turn Show Due Dates on or off when you want to control whether due dates appear in the client payment view.

The totals below the table separate Total Paid, Total Tip when a tip exists, and Outstanding. A tip is not applied to the event balance, and an application fee is shown separately from the scheduled base amount.