Getting started

Logging in, logging out and recovering your password

To get into Evoflor all you need is your email and your password. Here’s how to log in, log out and recover your password if you forget it.

Logging in

1. Open www.evoflor.com in your browser (or the app, if you’ve installed it on your phone).
2. Enter your email and your password.
3. Tap Log in.

Logging out

Tap your initial (top right) and choose Log out. It’s a good idea if you share a computer in the shop.

I forgot my password

1. On the login screen, tap Forgot your password?.
2. Enter your email and send. You’ll receive an email with a link.
3. Open the link and enter your new password.

Inviting your team

You (the owner) can give your florist or driver access from Settings. Each person logs in with their own email and password. See how in Set up your flower shop.

Getting started

Set up your flower shop

Before you start selling, spend ten minutes getting your flower shop ready. Everything is in Settings, in your profile menu (only the owner can see it).

Settings is divided into three blocks: Business, Lists and Integrations.

1. Business

This is where your business details go, organised into sub-tabs:

• Brand — upload your logo and choose your colours. They appear on event proposals and on the documents you send your customers.
• Issuer and Tax — legal name, tax ID, address and VAT rates. These are the details that will appear on your invoices.
• Delivery — define your zones (by postcode) with their fee and your delivery time slots.
• Team — invite your florist or driver (see below).

2. Lists

These are the drop-downs you’ll use when creating orders, so they fit your shop:

• Occasions (birthday, anniversary, sympathy…).
• Input channels (shop, phone call, WhatsApp…).
• Payment methods and time slots.

You can add, remove or rename whatever you like. If you don’t touch anything, they come with default values.

3. Integrations

Connect external services, such as your online shop, so internet orders come in on their own. It’s explained step by step in Connect your online shop.

Inviting your team

1. Go to Settings › Business › Team.
2. Tap Invite and choose the role: florist or driver.
3. Share the invitation link with that person. When they open it, they create their password and they’re in.

Getting started

Import your customers, products and orders

Don’t start from scratch. Evoflor imports your existing information from an Excel file: customers, products, flowers, recipes and even your order history. That way your statistics and your customer base start with real data from day one.

How it works

The process is always the same for each type of data:

1. Download the Excel template from the import page.
2. Fill it in with your data (or paste what you already have in another sheet).
3. Upload it. Evoflor shows you a preview: how many are new, how many already exist and whether there are any errors.
4. Check it and tap Confirm.

In what order

Import from the most basic to the most complex, because some things depend on others:

1. Customers and Products (and Flowers, if you use recipes).
2. Recipes (they use the flowers).
3. Historical orders (they use customers and products).

No fear of making mistakes

The import is idempotent: if you upload the same file twice, nothing gets duplicated. Evoflor recognises what already exists by its name (or key) and only adds what’s new. You can fix the Excel file and upload it again as many times as you need.

Getting started

Your 15-day trial and the plans

You start with a 15-day free trial with everything unlocked, so you can test Evoflor thoroughly with no limits. Here we explain the plans and what happens when the trial ends.

The plans

Paying monthly or yearly

The prices above are for monthly billing, with no lock-in. If you’d rather pay for the year upfront, each plan costs less:

All prices exclude VAT.

What happens when the trial ends

Don’t worry: nothing is deleted. When the 15 days are up, if you haven’t chosen a plan yet, your account moves to the Free plan:

• You keep all your data (orders, customers, history…).
• You keep working within the Free plan’s limits (up to 100 orders and 2 events a month, 1 user); the features of the paid plans show a padlock.

During the last 5 days of the trial you’ll see a notice so it doesn’t catch you by surprise. As soon as you choose a plan, everything unlocks again straight away, with all your data.

How to choose your plan and pay for it

You do it yourself, from Evoflor, in a couple of minutes. Only the account owner can see it.

1. Choose Monthly or Yearly and tap Choose on the plan you want.
2. Stripe’s secure page opens: you pay by direct debit (SEPA) or by card and enter your billing details (and your tax ID, if you want it on the invoice).
3. You return to Evoflor with your plan already active.

Invoices arrive by email. From Plan and billing you can also change your payment method, see your invoices or cancel: if you cancel, you keep everything until the end of the period you’ve already paid for, and then you move to the Free plan with your data.

Changing plans

Also from Plan and billing. Upgrading is immediate: you only pay the difference for the current period and we show you the amount before you confirm. Downgrading applies at the end of the period you’ve already paid for.

How-to guides

Take a phone order for tomorrow

The phone rings: someone wants a bouquet delivered tomorrow. Let’s take it down in under a minute, without missing a single detail.

Getting started

1. Open Orders and tap New sale (on a phone, the New button in the bottom bar).
2. Choose Scheduled order mode (future delivery or collection, with all the details).
3. In the How did this order come in? window, choose Phone call.

Step 1 · Customer

Type the name or phone number into the search box:

• If the customer already exists, they appear in the list: tap them and everything fills itself in (linked to their record).
• If they’re new, enter their name (required) and, if you like, phone and email.

If you know the reason, choose the Occasion (birthday, anniversary…). It stays on their record to remind you about the repeat purchase next year. Tap Next: Products.

Step 2 · Products

Add what goes into the order:

• Search the Catalogue and tap a product to add it (it comes in with its price).
• Or type a free line: a description and its amount (for example, “Seasonal bouquet — 35”).

Inspiration photos

If the customer has sent you a photo of a bouquet (“I want something like this”), attach it right here, under Inspiration photos. There are three ways, whichever suits you:

• Add photo: on a computer it opens your files; on a phone, the camera or gallery.
• Drag it from your desktop onto the box.
• Paste it with Ctrl+V: copy the image in WhatsApp Web and paste it directly, without downloading it first.

You can add up to 6 photos per order, and add or remove more later from the order record. There they save themselves as soon as you drop them: no need to tap “Edit” or “Save”.

Whoever makes the bouquet will see them in Today, with a thumbnail on the order row: tapping it opens the photo full screen without leaving the day’s list (if there are several, use the arrows to move between them).

Once the cart is ready, tap Next: Delivery.

Step 3 · Delivery

1. Date: tap Tomorrow (or choose the date on the calendar).
2. Type: Home delivery or Collect in store.
3. Time slot: choose the slot, or enter an exact time if you know it.
4. If it’s a delivery, enter the address (it autocompletes with Google), the floor/flat, and who’s receiving the bouquet.
5. Write down the Card message (the text for the card) and, if needed, an internal Special note for the team.

Step 4 · Payment

1. Choose the payment method.
2. Mark it Paid or Pending (many pay on collection; leave it as Pending if they haven’t paid yet).
3. If you charge delivery, tick “Add delivery” (Evoflor suggests the fee for the postcode’s zone).
4. Review the summary and tap Create order.

Done! The order enters Received status and appears in Today on the delivery day. Follow its journey in The day in “Today”.

How-to guides

Ring up a counter sale

A customer walks in, picks a bouquet and pays on the spot. No future delivery and no need for lots of details: just record the sale and take payment.

Step by step

1. Open Orders and tap New sale (or New in the bottom bar on a phone).
2. Leave the mode as On-the-spot sale (it’s the default).
3. Customer (optional): if it’s a regular, search for them so the sale goes into their history. If not, leave it blank: it’s saved as a “One-off customer”.
4. Add the lines: type the description and amount, or start typing and choose a product from the catalogue.
5. Choose the payment method (Cash, Card, Bizum…).
6. Tap Charge and save.

Selling by tapping photos (grid)

At the top right you can switch from List to Grid: large photos you tap to sell, like a POS.

• Products shows your recipes: each tap adds one to the receipt.
• Items shows your flowers and sundries: each tap adds one to the bouquet, and Finish bouquet lets you add the labour and move it to the receipt.

If you’ve marked favourite flowers (the star in Recipes → Flowers), the grid shows only those. Tap All to see the rest.

Why it’s worth adding the customer

It isn’t required, but if you link the sale to a customer, it adds to their history: that way Evoflor knows who buys from you, how often and for which occasions. “Counter” sales without a customer count towards your till and your sales, but not towards customer analysis.

And the till?

Every sale paid in cash or by card goes into the day’s till. When you close, you balance it all in one go: see Close the day’s till.

How-to guides

The day in “Today”: from new to delivered

Every order follows a path from the moment it comes in until it reaches its destination. The Today screen is where you manage it all day without getting lost.

An order’s statuses

An order moves through these statuses:

1. Received — it has just come in and hasn’t been touched yet.
2. Labelled — noted down and ready to be made.
3. Ready — the bouquet is made, waiting for collection or delivery.
4. Out for delivery — on its way to the customer.
5. Delivered — it has arrived. Done!

If something goes wrong (nobody home, wrong address…), you can mark it as an Incident to deal with it separately.

Moving an order to another status

1. Go to Today. You’ll see the day’s deliveries sorted by time.
2. Tap an order to open it.
3. Change its status as you work: from Received to Labelled, to Ready…

When there’s delivering to do

When you have several Ready orders for home delivery, group them into a route instead of heading out blind. It’s explained in Plan and launch today’s delivery route. When you launch the route, those orders move to Out for delivery automatically, and to Delivered when the driver confirms each delivery.

Collecting outstanding payments

If an order was left as Pending payment and the customer pays on collection, open it and mark it as Paid. That way it goes into the day’s till.

How-to guides

Plan and launch today’s delivery route

You have several home deliveries for today. Instead of heading out blind, group them into an efficient route, assign it to a driver and let them know when it’s ready.

1 · Gather the day’s deliveries

1. Open the Delivery tab.
2. You’ll see today’s home deliveries, grouped by time slot.
3. Evoflor orders them into an efficient route using the addresses (that’s why it’s worth having them verified with Google).

2 · Split into several routes if needed

If you have lots of deliveries or several drivers, you can split them into several routes (1, 2, 3…). Each one is a separate run.

3 · Assign a driver

Choose who does each route. If you haven’t added your driver yet, do it in Settings › Business › Team.

4 · Let them know the route is ready

1. Set the expected collection time (when the driver should come by the shop).
2. When the bouquets are made, let them know with the “route ready” message on WhatsApp, from the collections panel.
3. Tap Mark Out for delivery: those orders move to Out for delivery and appear in the driver app.

5 · Follow the delivery live

The driver sees their route on their phone, opens navigation with one tap and confirms each delivery (with a photo and location). As they deliver, the orders move to Delivered and you see it straight away in Today.

How-to guides

Close the day’s till

At the end of the day it’s worth balancing the till: checking that the money in the drawer matches what you’ve taken. Evoflor does it with you in a moment.

Step by step

1. Open Today and scroll down to the Till section.
2. You’ll see what was taken today broken down by payment method (cash, card, Bizum…).
3. Count the cash in your drawer and enter the total counted.
4. Evoflor tells you whether it balances or whether there’s a difference (discrepancy).
5. Close the till to keep it on record.

What if there’s a discrepancy?

No problem: the closing is recorded with the difference, so you can review it calmly. A small discrepancy is usually wrong change given; a large one, a payment that wasn’t recorded.

How-to guides

Quote an event and send a proposal

For a wedding or a decoration job, a beautiful proposal with your brand makes the difference. Evoflor generates it for you: from the estimate to a visual document you send by link, PDF or WhatsApp.

Before you start: your brand (just once)

In Settings › Business › Brand upload your logo and choose your colours and font. That’s what gives your proposals a professional look that’s yours. You only do this once.

1 · Create the event

1. Open the Events tab and tap New event. (For a quick figure without saving anything, use Quick estimate.)
2. Fill in the details: client, date, event type and the quote’s line items (centrepieces, bridal bouquet, decoration…).

2 · Generate the proposal

1. In the event, tap Proposal.
2. An editor already filled in with the event details opens. Adjust the text, add reference photos and check the preview.

3 · Send it to your client

You have three ways, whichever you prefer:

• Web link — a link the client opens on their phone, with your brand.
• PDF — to attach to an email or print.
• WhatsApp — the link is sent directly.

And then

When the client says yes, you turn the event into an order to produce it, with its date and deliveries, like any other.

How-to guides

Create a recipe and control its margin

A recipe is a bouquet’s “formula”: which flowers go into it and in what quantity. If you define it, Evoflor calculates its cost and tells you what margin it leaves at each price. That way you stop selling by eye.

1 · Add your flowers

First, the ingredient:

1. Open Recipes and go to Flowers.
2. Tap New flower and enter its name and its cost per unit (what it costs you).

Repeat with the flowers you use most. You only need to do it once (and update the cost when it changes).

Each flower also has its selling price (excluding VAT), used when selling single flowers at the counter. Above the list you choose how to set it:

• Cost × multiplier: you enter the multiplier (for example, 3.5) and Evoflor calculates the price.
• Direct price: you type the selling price of each flower yourself, without multipliers.

2 · Create the recipe

1. In Recipes, tap New recipe.
2. Give it a name (for example, “Seasonal bouquet”).
3. Add the flowers it takes and the quantity of each.

Evoflor adds up the costs and tells you how much it costs to make that bouquet.

3 · Control the margin

1. Enter the recipe’s selling price.
2. Evoflor shows you the margin: how much you make after the flowers.
3. In the Margin view you see all your recipes sorted at a glance, to spot which ones leave little and which ones are your best business.

How-to guides

Connect your online shop: web orders come in on their own

If you sell online, don’t copy orders by hand. Connect your online shop once and website orders come in on their own to your Orders inbox.

Connecting (just once)

1. Open Settings › Integrations.
2. Choose WooCommerce and follow the guided set-up: paste your website’s address and the key it asks for. It’s a couple of clicks.
3. When it shows as Connected, you’re done.

From then on

• Every new order from your website comes in on its own every few minutes.
• You manage it in Orders like any other: you make it, deliver it and take payment the same way.

Things to bear in mind

• If you delete a web order in Evoflor, it won’t reappear at the next sync.
• Just placed a test order and can’t see it? Wait a few minutes: syncing is periodic, not instant.

The sections

The “Today” screen

Today is your command centre: the first thing you see when you log in and what you keep open throughout the day. It sums up what matters today.

What you’ll find

• Today’s sales — how much you’ve sold so far today.
• Today’s deliveries — how many there are, how many are still pending and how they’re spread across time slots (and between delivery and collection).
• Delivery list — the orders to deliver today, sorted by time, with their status. Tap one to open it and move it forward.
• Collections — when each driver should come by the shop.
• Till — what’s been taken today, to balance at closing time.

What you use it for

• In the morning: seeing what needs making and delivering.
• During the day: moving orders through their statuses.
• At closing: balancing the till.

How to work day to day: The day in “Today”.

The sections

Orders

Orders is the complete list of everything you sell: today’s, tomorrow’s and your whole history. From here you search, filter, open and edit any order.

What you’ll find

• Search — by customer, phone or order number.
• Filters — by status (Received, Ready, Delivered…) and by date.
• List — each order with its customer, its delivery and its status. On a phone it shows as cards.
• Calendar view — orders organised by delivery day, to see each day’s workload at a glance.

Opening and editing

Tap an order to see its record: customer, products, delivery, message, payment and status. From there you can edit it or change its status.

Creating an order

The New sale button takes you into the wizard, which works both for a counter sale and for a scheduled order. We explain it in Take a phone order and Ring up a counter sale.

The sections

Customers

Customers is your customer base: who buys from you, how often and what for. It isn’t just a contact list: Evoflor learns from your history and tells you where the opportunities are.

The customer list

• Search by name or phone.
• Automatic segments based on behaviour (loyal, at risk, dormant, new customers…).
• Sort by spend, by last purchase (recency) or by number of orders.
• ★ Top — your best customers highlighted.

A customer’s record

Tap a customer to see their full history: orders, how much they’ve spent, how often they buy, their occasions and their contact details.

The dashboard

The customer dashboard shows the big picture of your customer base: active, at-risk and dormant customers, new vs returning, what share of your sales comes from your best customers and how you retain them over time.

Actions

The Actions section suggests who to contact:

• Win them back — customers who haven’t bought for a while.
• Upcoming occasions — people who bought for a date last year (a birthday, an anniversary) and might do so again.

With one tap you prepare the WhatsApp message.

The sections

Delivery

Delivery brings together everything to do with home deliveries: planning routes, setting zones and fees, managing drivers and settling what you pay them.

The route planner

The Delivery tab groups the day’s deliveries into efficient routes, lets you split them between several drivers and launch them with one button. Step by step: Plan and launch today’s delivery route.

Zones and fees

In Settings › Business › Delivery you define your zones by postcode with their fee. That way, when you create a home-delivery order, Evoflor suggests the delivery charge based on the address.

Drivers

You add a driver in Settings › Business › Team. They work from their own app (the Delivery section on their phone), with no access to the till or the rest of the flower shop:

• They see only their route and the deliveries assigned to them.
• They open map navigation with one tap.
• They confirm each delivery with a photo and location (proof of delivery).

Settlements and payments

• The driver sees in their app how much they’ll be paid (by day, week or month).
• You, as the owner, have the Settlements view: how much to pay each driver for a period.

FAQ

FAQ

The most common questions. If yours isn’t here, drop us a line.

I can’t see a section that used to be there

It can be for two reasons:

• Your plan doesn’t include it. You’ll see a padlock next to its name. Upgrade your plan from My account to unlock it (you don’t lose any data).
• Your role doesn’t have access. For example, a florist can’t see Finance or Settings. If you think you should see it, ask the owner to check your role in Settings › Business › Team.

I forgot my password

On the login screen, tap Forgot your password? and follow the steps. It’s explained in detail in Logging in, logging out and recovering your password.

Some features show a padlock after my trial

That means the trial has ended and your account is on the Free plan (or a paid plan was suspended). Your data is all still there: to unlock everything again, choose a plan in My account. Nothing is deleted. See Your trial and the plans.

A web order doesn’t show up / shows up twice

Orders from your online shop come in on their own every so often. If you’ve just placed a test order, wait a few minutes. If something doesn’t add up, check the connection in Settings › Integrations. It’s explained in Connect your online shop.

Can I use Evoflor on my phone?

Yes. It works the same on your phone and you can install it as an app from the browser menu. The bottom bar gives you quick access to Today · Orders · Delivery · New.

Is my data safe?

Yes. Each flower shop’s data is isolated from the others, it travels encrypted and it’s backed up. You can read our policies in the footer of www.evoflor.com.

I need help with something else

Write to us at hola@evoflor.com and we’ll give you a hand.