Ordering Flowers for Your Company? Here Is Every Document You Will Receive

When a company sends flowers to a client, a partner, or a team member, the bouquet is only half the story. The other half lives in your accounting department, waiting for a proper invoice, a signed act of completion, and the right VAT paperwork. If you are ordering flowers on behalf of a Russian-registered legal entity or a foreign company operating in Russia, this article walks you through exactly what Turboflora prepares for you, why each document matters, and how to make sure everything arrives in your inbox as smoothly as the roses arrive at the door.

Why Accounting Documents Matter for Corporate Flower Orders

A bouquet of garden roses or a lush arrangement of peonies and eucalyptus feels like a personal gesture, but when a company pays for it, it becomes a business expense. Russian accounting law requires that every business purchase be confirmed by a primary document — something that proves the transaction happened, states the amount, and identifies both parties. Without this, your finance team cannot post the expense, and your auditors will flag the payment as unsupported.

For many international companies working in Russia, this is the first surprise. In most Western markets, a receipt or a bank statement is enough. In Russia, the minimum package for a legal entity is an invoice for payment, followed by a closing document — typically an act of completion — once the order is fulfilled. If your company is VAT-registered, you will also need a proper VAT invoice, known in Russian as a schet-faktura.

Turboflora issues all of these documents as a matter of course for every corporate order. You do not need to ask separately for each one or chase a manager after the delivery. The process is built into the order workflow so that your bouquet and your paperwork move in parallel. Understanding what each document does helps you tell your accountant exactly what to expect and prevents delays when the closing period arrives.

Bouquets we can deliver

Bouquet of 1 yellow sunflowers

$12

Bouquet of 3 gerberas mix

$20

Bouquet of 3 red gerberas

$20

Bouquet of 3 white matthiola

$22

The Invoice for Payment: Starting the Paper Trail

The first document in any corporate flower order is the invoice for payment, called a schet na oplatu in Russian. This is issued before you transfer funds and serves as the formal request from Turboflora to your company to pay a specific amount for a specific service. It is not yet a tax document, but it is essential: your bank will often require it to process a business transfer, and your accounts payable team needs it to create a payment order.

The invoice for payment includes Turboflora's full legal details — company name, taxpayer identification number (INN), bank account information, and the registered address. It also lists the service description, which will read as something like floristic arrangement with delivery, the quantity, the unit price, and the total amount including VAT where applicable. The date and a sequential invoice number are printed at the top.

For same-day or next-day deliveries, Turboflora can issue this document within minutes of you confirming the order details. If your company needs the flowers delivered within one to two hours — which is our standard for Saint Petersburg and the delivery zones we serve across Russia — the invoice can be sent to your email simultaneously with the order going into preparation. This means your finance team can begin the approval process while the florists are already selecting the freshest stems from that morning's supply. Seasonal flowers like tulips in early spring or dahlias in late summer move quickly, so having the paperwork ready in parallel saves real time.

The Act of Completion: Confirming the Service Was Delivered

Once the flowers have been delivered, the transaction needs a closing document. In Russian accounting, this is the act of completion, or akt vypolnennykh rabot. It confirms that Turboflora has fulfilled the agreed service — the arrangement was assembled, the delivery was made, and the recipient received the order. Both parties sign it, and it becomes the primary document that your accountant posts against the payment.

For corporate clients, Turboflora prepares the act of completion on the same day as the delivery. If you are ordering for a Monday morning event — a business anniversary, a welcome arrangement for a new office, a thank-you bouquet for a key client — the act will be ready for your signature by the end of that business day. You can sign it electronically through a qualified electronic signature system, which is fully legally valid in Russia under Federal Law 63-FZ, or you can request a paper original sent by courier.

The act mirrors the invoice in its line items: the service description, quantity, price, and total. It also carries the delivery date, which matters if your expense needs to fall within a specific reporting quarter. This is a detail that catches some companies off guard — if you order flowers on the last day of a quarter but the delivery happens the next morning, the act date will reflect the delivery day. Communicating your reporting period to the Turboflora account manager when you place the order allows us to schedule delivery timing so the document date lands where your finance team needs it. This small coordination step prevents a surprising amount of paperwork friction.

VAT Documents: The Schet-Faktura and Who Needs It

Russia operates a value-added tax system, and companies that are themselves VAT payers need to recover the VAT included in their supplier's price. To do this, they need a schet-faktura — the Russian VAT invoice. This is a strictly regulated document: its format is set by the government, and any error in the supplier's INN, the buyer's details, or the service description can make it invalid for VAT deduction purposes.

Turboflora issues schet-faktury for all corporate orders placed by VAT-registered entities. The document is prepared in accordance with the current requirements of the Russian Tax Code and the government resolution that governs its format. It includes the VAT rate applied, the VAT amount separated from the base price, and both parties' full legal and tax registration details. The schet-faktura is issued no later than five calendar days after the delivery date, which is the deadline set by Russian tax law.

If your company is on a simplified taxation regime — the uproshhyonnaya sistema nalogooblozheniya, or USN — you do not pay VAT and therefore do not need a schet-faktura. The act of completion and the invoice for payment are sufficient for your records. Foreign legal entities that are not VAT-registered in Russia similarly receive the act and the payment invoice without a schet-faktura, unless they have a specific arrangement requiring it. When you register as a corporate client with Turboflora, sharing your tax regime upfront means every order automatically generates the right document set without you having to specify it each time.

Electronic Document Exchange: How Russian EDI Works for Flower Orders

Russia has a well-developed system of legally binding electronic document exchange, known as elektronniy dokumentooborot or EDO. Major operators — Kontur.Diadoc, SBIS, and others — allow companies to send, receive, and sign primary accounting documents without printing a single page. A document signed with a qualified electronic signature through one of these platforms carries exactly the same legal weight as a wet-ink original.

Turboflora supports electronic document exchange for corporate clients who are already connected to one of the main EDO operators. If your company uses Kontur.Diadoc, for example, we can route your closing documents directly into your document inbox there. This is particularly useful for companies that place regular orders — for weekly office arrangements, for monthly client gifts, or for seasonal campaigns around dates like the eighth of March or the New Year period, when order volumes are high and the paperwork stack grows quickly.

For companies that are not yet connected to an EDO operator, or for foreign entities that find the Russian EDI landscape unfamiliar, Turboflora can send documents as signed PDF scans by email. These are accepted by most accountants for posting purposes, with the understanding that originals may be requested for certain audits. We recommend that regular corporate clients consider connecting to at least one EDO platform — the time saved across a year of orders is significant, and the documents are stored in a searchable archive rather than an email folder. Our account managers can advise on which operator your company's existing counterparties most commonly use, making the choice straightforward.

Documents for Foreign Legal Entities Ordering Flowers in Russia

Foreign companies that have a registered presence in Russia — a representative office, a branch, or a subsidiary — follow the same document requirements as Russian legal entities. They need the invoice for payment, the act of completion, and a schet-faktura if they are VAT-registered. The key practical difference is often in the details: the buyer's name on the documents must match the exact registered legal name of the Russian entity, not the international brand name, and the address must be the registered Russian address.

For foreign companies that order flowers from outside Russia — for example, a European headquarters sending a congratulatory arrangement to a Russian business partner or to their own Moscow office — the document package is simpler. In this case, the transaction is typically treated as a payment from an individual or an unregistered entity, and Turboflora issues a cash receipt through the online payment system, which serves as the confirmation document. If the foreign company needs a formal invoice in English or in a bilingual format for its own accounting purposes, this can be arranged on request.

One area where foreign entities often need guidance is the concept of a reconciliation act, or akt sverki. This is not a primary accounting document but a summary of all transactions between two companies over a period, used to confirm that both sides' records match. For companies that place multiple flower orders across a quarter — say, for a series of client events or a campaign of partner gifts — a reconciliation act at the end of the period gives the finance team a clean single document to check against their own ledger. Turboflora prepares these on request, typically within two business days of the period closing.

Practical Tips for Smooth Corporate Flower Ordering Year-Round

The administrative side of corporate flower orders runs most smoothly when a few habits are in place from the start. The first is registering your company's legal details with Turboflora before you place your first order. This means your INN, KPP, legal address, and the email address of your accounts payable contact are already in the system. When you call or message to order a bouquet of white spray roses and seasonal greenery for a client meeting, the document set is generated automatically with correct details rather than assembled from scratch under time pressure.

The second habit is communicating your reporting period deadlines. Russian companies close their quarters at the end of March, June, September, and December. If you need a closing document dated within the quarter, the delivery must happen within that quarter — and ideally a few days before the end, to give time for any corrections if a detail needs adjusting. Ordering flowers for a December thirty-first delivery is possible, but it leaves no room to fix a document error before the period closes.

The third tip applies specifically to companies that order flowers regularly: ask about a standing corporate account. This allows Turboflora to batch your closing documents monthly rather than per order, which significantly reduces the volume of individual acts and invoices your accountant handles. A single monthly act covering twelve deliveries of fresh arrangements to your reception area is far easier to post than twelve separate documents. Flowers in a corporate setting — whether a weekly arrangement of lisianthus and eucalyptus for a lobby or a monthly gift program for top clients — become a budgeted line item, and the paperwork should reflect that regularity rather than fighting against it.

Ordering flowers for your company should feel as straightforward as ordering them for yourself — and with the right document setup, it genuinely is. Turboflora's corporate clients receive a complete, legally compliant accounting package with every order: the invoice for payment before transfer, the act of completion after delivery, the schet-faktura where required, and electronic exchange through major EDO platforms for those who prefer it. Whether you are a Russian limited liability company managing quarterly closes, a foreign subsidiary navigating local tax requirements, or an international headquarters sending congratulations to a Moscow partner, the paperwork is handled as carefully as the flowers themselves.