Free Florist Credit Note Template
Create credit notes for florist order cancellations, flower substitutions, and billing corrections. Free PDF, no signup.
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About Florist credit notes
Florists issue credit notes when a wedding or event order is cancelled and a deposit needs to be partially refunded after accounting for flowers already ordered, when a substitution is made to a confirmed order and the substitute flowers cost less than the originals, or when a delivery fee is charged in error. Seasonal availability and advance ordering mean that deposit handling requires careful documentation.
A florist's credit note describes the items or amounts being reversed and references the original order invoice. For event orders, it is common to retain a portion of the deposit to cover pre-ordered stock that cannot be cancelled.
When to issue a credit note
Issue a credit note when a wedding is cancelled four weeks before the date and some flowers can be cancelled with the supplier but others cannot, so only a partial deposit refund is possible. Use one when a flower variety is substituted for a less expensive option due to availability and the price difference is passed back to the client. Issue one when a large corporate floral arrangement subscription is ended mid-contract and the unused portion needs to be credited. It applies when a delivery is invoiced but the client collects in person.
Frequently asked questions
A bride cancelled her wedding flowers two weeks before the date. I have already ordered everything. What can I credit?
Credit only the amounts you can recover from your supplier. Flowers already ordered and unavoidable cannot be credited unless your supplier agrees to cancel. Document what is being retained and why, and issue the credit note for the portion actually being refunded. Your contract should clarify how close-to-date cancellations are handled.
The flowers I substituted cost less than what was invoiced. How do I handle the price difference?
Issue a credit note for the difference between the invoiced price and the actual cost of the substitute. Include the original variety, the substitute, and both prices in the description so the client can verify the calculation. This is fair practice and protects you from any dispute about whether a lower-cost substitute was used.
Can I issue a credit note if a floral arrangement wilted within 24 hours and the client complained?
If you accept responsibility, issue a credit note for the affected arrangement and either refund or replace it. If the wilting was caused by factors outside your control, such as storage conditions at the venue, you are not automatically liable. In any case, how you respond will affect client retention more than the financial amount, so handle it thoughtfully.