Wedding floral contracts signed by the couple, and whoever's paying
A wedding florist sells months ahead, from a proposal full of flowers that may not be in season when the day comes. The contract has to say what happens then, along with the deposit that holds the date, the rental vases that must come back, and the deadline for final changes. SignMaster sends that contract to the couple and the parent paying for it, each on their own phone, and keeps the signed copy for the day someone asks why there were no peonies.
Updated November 9, 2026 · 4 min read
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What a florist gets signed
| Document | When | What it settles |
|---|---|---|
| Event floral contract | After the consultation | Every piece, its price, the retainer that holds the date, and the payment schedule |
| Substitution clause | With the contract, initialed | Flowers of equal value and color if a variety isn't available |
| Rental and decor terms | With the contract | Vases, arches and stands: return, cleaning and replacement cost |
| Final design approval | A few weeks before the date | Final counts and changes, locked before you order from the wholesaler |
| Delivery and setup sheet | Final week | Times, venue contact, load-in rules and when you strike |
| Corporate standing order | When an account opens | Weekly arrangements, holiday pricing and the notice to cancel |
The clauses that save the most arguments
- Substitutions. Weather, freight or a crop failure can wipe out a variety. Say you may substitute flowers of similar style, color and value, and ask the couple to initial it.
- Final changes deadline. After this date, counts can go up only if product is available, and they don't go down. Tie it to the day you place the wholesale order.
- Rentals. List each rented piece, when it's collected, and what you charge for chips or losses. Venues often clear tables before you return, so say who's responsible after the event.
- Venue rules. Open flames, hanging installations and fresh petals on the aisle are often restricted. The couple confirms the venue's rules are theirs to check.
- Retainer and payments. Say what the retainer holds, when the balance is due and what's refundable if the date moves. SignMaster records the agreement; you collect the money.
From consultation to signed contract
- 1
Bring your proposal PDF
Upload the proposal from your design software, or start from your own contract saved as a template. Add initials fields beside the substitution and rental clauses.
- 2
Add everyone who signs
Both partners can sign at the same time from their own email. If a parent is paying, add them as a signer too, and add the planner as a CC who receives the finished copy.
- 3
Hold the price for a while
Set an expiry so the proposal stops being signable after 30 days, and a sign-by date that triggers reminders before the date is lost to another couple.
- 4
Sign in the studio
If the couple is sitting with you, choose Sign in person on your iPad and let them sign there. A partner who isn't present still signs from their link.
Each send is an envelope, SignMaster's word for one or more documents going to one or more signers. When the last person signs, everyone gets the sealed PDF with its certificate of completion: names, emails, times and IP addresses.
Final counts, approved in writing
A few weeks out, guest counts settle and the design gets its last changes. Send the updated proposal with an Approve field under the new total. The couple taps it, and the PDF prints Approved by, their name and the time. If they want one more change, they can decline with a reason, which closes the envelope and tells you what to fix. A change order form works for later additions, like six more boutonnieres the week of the wedding.
For corporate accounts, a weekly lobby arrangement for a hotel or a restaurant group is a standing agreement: send it by link with a signing order, the property manager first and the person who approves invoices after. The Responses tab on a template lists what every signer filled in, ready for CSV export on every paid plan.
Pricing for a flower shop
A studio designer fits Solo at $15 a month with unlimited envelopes. A shop where the owner, the event lead and the front counter all send fits Crew, $49 a month for 5 people. Free includes 3 envelopes a month to try it on a real wedding. New workspaces get 14 days of Crew free. See every plan.
What SignMaster doesn't do
- It doesn't build proposals with flower recipes or photos. Use your floral software and send the PDF.
- It doesn't take retainers, payments or wire orders.
- It doesn't handle wire service or same-day delivery orders.
- It emails signing links. A couple who prefers texts can get the link from you directly.
Questions? Answers.
Should a wedding florist contract have a substitution clause?
Most do. It lets you use flowers of similar style, color and value when a variety isn't available. Ask the couple to initial it so it's clear they read it.
Can both partners and a parent sign the same floral contract?
Yes. Add each as a signer. They can sign at the same time or in an order you choose, each from their own email link, without an account.
Can a floral proposal expire?
Yes. Set an expiry when you send it and the signing links stop working after that many days, so a price based on this season's flowers can't be accepted months later.
How do I confirm final changes in writing?
Send the updated proposal with an Approve field under the total. The couple taps Approve, and the signed PDF records who approved and when.