Flower subscriptions: organise deliveries and billing

Build a calendar for each subscription

Keep the exact location, delivery day, agreed time window, arrangements and on-site contact for each client. Distinguish the recipient, the person approving the offer and the invoice contact. A stable reference connects these details without relying on the recipient’s name alone.

Generate the actual dates rather than assuming four deliveries per month. Include known closures and access constraints. Rescheduling needs both an original date and a replacement date: adding a visit without addressing the old one can cause duplicate preparation.

Define a business offer’s locations, services and terms

Prepare a round you can deliver

• Group visits by area when client time windows allow it.
• Estimate loading, driving, parking, installation and container collection.
• Prepare each stop’s address, contact, access instructions and arrangements.
• Secure flowers and containers for transport and keep each client’s items identifiable.
• Decide who can take over when the regular delivery person is absent.

Grouping stops is a practical planning method, not a guarantee of an optimal route. Check timings in real conditions and allow for difficult access. Give the same updated schedule to the people preparing and delivering the flowers when changes arrive late.

Agree what a pause or rescheduling changes

Link exceptions to the subscription and client discussion. Record the affected day, agreed decision, replacement date if any and price implications. A pause does not automatically mean no charge: apply the accepted terms and clarify cases they do not cover.

If the contract instead uses smoothed instalments, do not automatically replace the monthly amount with this calculation. Compare the period with the agreed billing rule and handle differences under the terms. The schedule describes work; the agreement determines what is due.

Distinguish per-visit prices from smoothed monthly payments

Close out visits before the month-end review

After each round, record deliveries completed, access refused, containers still to collect and requested changes. If retaining delivery evidence or a photograph, limit it to useful service information and avoid including people or confidential client material.

Resolve difficulties before billing: was an unsuccessful visit rescheduled, cancelled under the terms or still payable? Keep the decision and its date. Delivery status, invoice status and payment are separate records that change at different times.

Reconcile invoices with the service

French business-to-business transactions require invoices. In principle, invoices are issued on delivery or performance; periodic invoices and subscription billing can follow other arrangements subject to conditions. Check the appropriate treatment before combining visits across periods.

Check the client identity, unique invoice number and issue date, service dates, quantities, prices and VAT or wording appropriate to your regime. Include purchase-order references where they exist and check applicable special requirements. A delivery-round table does not replace these documents.

The billing period and payment deadline are different things. For periodic business-to-business invoices, Service Public gives a maximum of 45 days from issue, subject to applicable special rules. Month-end billing therefore does not automatically mean payment at 60 days. Make the terms clear to the client.

Describe billing and terms in the original offer

Check the electronic invoicing process

For transactions covered by France’s reform, an ordinary emailed PDF is not sufficient. VAT-taxable businesses established in France have needed to receive electronic invoices since 1 September 2026. Issuing already applies to large and intermediate-sized businesses and extends to small and micro-businesses on 1 September 2027. Check the applicable scope and your process through an approved platform or compatible solution.

End the month with a list of differences

• Planned visits not closed: agree the next step with the client.
• Completed services to reconcile with an invoice or a period already billed.
• Pauses and rescheduled visits to check against accepted terms.
• Issued invoices with payment still outstanding.
• Time, purchases or travel that differ from the original estimate.

Use the record to improve your method: longer-than-expected access, a separate container collection or revised quantities. Measure differences before renewing the offer. An invoiced amount is not automatically cash received, and cash received alone does not measure profitability.

Bring tracking together in Flolya

Flolya’s Flower subscriptions module brings together terms, delivery views and billing follow-up. Send a quote or manage an already-agreed subscription. Invoices are handled in Flolya or externally according to the configured mode. The module is in beta; route planning and document checks still need to suit your shop.