How to Automate Details Flowers

In Details, every centerpiece is a recipe with a stem count

Details Flowers Software, which shortens its own name to Details, is made for wedding and event work. A wedding lives in it from the first inquiry to the final payment. The Design Worksheet holds a recipe for every arrangement, and the Stem Counter adds up the stems that fifteen identical centerpieces need. The couple approves the proposal, signs it and pays the retainer through the Client Portal.

The studio manager works the Event List, where each wedding sits at a stage of the event pipeline according to its status. In the week of the event, the Items Needed report rolls the weekend's recipes into bunch counts for ordering, and the Costs page records what was ordered and at what stem cost, against what the proposal projected. The Delivery PDF tells the crew what to drop off, when and where, and what to collect once the reception ends, with a space for the client to sign for what arrived.

The admin starts after the couple opens the proposal

Most of a studio's work away from the design table arrives once the proposal is out. One couple opens it twice and then goes quiet for three weeks; another has had the design mockup for ten days without a word. A couple who signed in January emails in March to swap garden roses for peonies, and the recipe has to be rebuilt and repriced.

Ordering comes next. The Items Needed report gives the weekend's bunch counts, but not every supplier sells through Details Direct. For the others, the designer signs in to each wholesaler's web shop and looks up one variety at a time, checking whether this week's price still leaves the margin the wedding was priced at months ago.

Two weeks before each wedding, the studio manager writes the couple a confirmation of the flowers and the delivery time. After the reception the same manager owes them a thank-you and a request for a review.

Details Invoicing emails each payment on the event's schedule

Details Invoicing, an optional add-on that takes payments through Stripe for 1 to 1.5 percent of each payment on top of Stripe's own fee, depending on the plan, sends each Invoice Ready email as many days before the due date as the studio chooses. Reminders follow once the due date has passed, and only while the payment is not marked paid. A thank-you email follows automatically once a payment processes.

Automatic Reports email a saved Event List search as a CSV or XLSX attachment on a schedule, run at 4 AM. Details Direct shows live prices and availability from participating vendors, and the studio can prebook and order there without leaving Details. Through its Zapier app, Details can start a Zap when a client or event is created, a payment is logged or an event is updated.

Every one of these works from what Details records or what a participating vendor publishes. A wholesaler outside Details Direct keeps this week's prices behind its own shop login. Client Portal Analytics logs every session a couple spends on the proposal, and the Email Lists tab shows how many times each email was opened, but a proposal that simply sits unsigned starts no Zap, so the studio manager reads those screens and writes each follow-up by hand.

The draft purchase order lists every stem the next ten days are short of

The designer approves each stem order from a draft in Slack, listing every stem the next ten days of recipes need beyond what is on hand, each priced at the wholesaler's web shop with its minimum order quantity. The designer also reads, every Monday, which recipes have slipped under the studio's margin target, worst first, with the stems that pushed each one there, and reprices or swaps a variety before the next event.

For each proposal with no client activity for three days, the designer edits a drafted follow-up naming the event date and the proposal value, then sends it, and couples still holding a design mockup get a drafted note that asks for a yes or the change they want. Fourteen days before each event not yet confirmed, the studio manager checks a drafted confirmation, listing the itemised flowers, venue, delivery time and total, against the Worksheet and sends it.

Two days after a wedding is marked complete, the studio manager sends the couple a thank-you drafted with a link to the studio's Google or The Knot page.

Every note to a couple starts as a Gmail draft linked from Slack

Sorting proposals by the couple's last activity and pricing a stem shortfall are reading jobs across two logins. WebRun is an AI agent that works a real Chrome browser, signed in as you. Its round covers the open proposals in Details, the mockups awaiting a reply, the next fortnight's events and their recipes, then the wholesaler's web shop for this week's prices.

Every note to a couple is saved as a Gmail draft, and the list in Slack links to each one, so the studio sends or deletes it from there. The purchase order stops at a draft as well. None of the Details workflows checks out a cart, on Details Direct or at the wholesaler, or edits a proposal the couple has signed.