On a hotel rooftop kitchen garden at golden hour, a head grower in a canvas apron holds a basket of basil, salad leaves and nasturtium flowers while the executive chef in a white jacket looks into it, smiling, beside raised herb beds and a hydroponic lettuce tower.

Garden Proposals · program invoices · delivery invoices

Propose the garden. Invoice every delivery.

A summer refresh on a hotel roof, a monthly kitchen garden program, a restaurant’s standing weekly order: each is priced once. The chef or the client says yes straight from the email, any deposit lands before your crew sets foot on the roof, and those same lines turn into the invoice once the work is done or the crates are in.

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Follow one proposal to paid

From the chef’s ask to paid

One Garden Proposal, approved, grown and paid on the same job.

Daniel Okoro, The Calloway’s executive chef, wants edible flowers for the rooftop bar’s summer menu. Your account manager prices the whole summer refresh of the roof garden as one Garden Proposal. Follow it through: every line priced a single time and carried forward untouched, and nothing reaching the hotel until you send it.

Where it began: the chef’s request and the crop plan

  1. Price the refreshSix beds renewed, the hydroponic tower stripped and replanted, RB-04 replanted with nasturtium and borage: three lines, each with its own fixed price. When the garden sets the pace of the work, charge by the hour instead.
  2. Send the Garden ProposalA single email carries the priced lines to the chef, with the deposit if you’ve asked for one. Approval is your call: for small work in a garden you already run, leave it out and the visit lands straight on the Growing Calendar.
  3. The chef approvesBetween services or at home, the executive chef says yes to the Garden Proposal, or declines it with a reason. The job keeps when it was opened and what was decided.
  4. A deposit, if you want oneA deposit is optional as well, decided job by job: a fixed sum, or a slice of the total. Ask for one and the job sits at Awaiting Deposit until it’s paid, then moves to Scheduled.
  5. Start the workOn the roof at 7:30, your grower presses Start work. The chef gets an email that the work in the rooftop garden has begun.
  6. Mark it completeBeds renewed, tower replanted, flowers in: press Complete. An email tells the chef the roof work is done, and the invoice opens with every line already in place.
  7. The invoice, from the same linesAll three lines carry over, less the deposit already paid. Look over the total and send it with one click.
  8. Paid in fullThe balance is recorded on the invoice, and an email tells the hotel the payment has arrived.

JobSummer rooftop refreshThe Calloway · rooftop kitchen garden Approval PendingAwaiting DepositScheduledWork In ProgressCompletedPaid

DetailsProposalPaymentsInvoiceHistory

  • Summer bed renewal, RB-01 to RB-06: compost, re-edging, irrigation check$1,180
  • Hydroponic tower HT-02: strip-down, clean and summer replant$960
  • Edible-flower bed RB-04: replant from the chef’s request$340
  • Deposit · 30%$744DuePaid
  • Balance$1,736DuePaid
  • Subtotal$2,480
  • Deposit paid−$744
  • Balance due$1,736
Subtotal
$2,480
Deposit (30%)
$744
Balance after deposit
$1,736

Invoice · from this jobReview & sendInvoice · sentPaid

Illustration · invented client · sample data · every amount converted for the header’s market

When the balance is in

A thank-you under your own name, the paid invoice attached as a PDF.

As soon as the hotel settles the balance, your company sends its thanks with a PDF of the invoice marked paid: what The Calloway’s accounts office files against the roof garden. Open the attachment as they would.

From:
Your company
To:
Daniel Okoro · The Calloway
Subject:
Your company: payment received

Your company

Paid

Hello Daniel,

Thank you: your payment for the summer refresh of the rooftop kitchen garden has come through, and the invoice is settled.

Payment date
Wednesday, June 11
Payment method
Card online
Amount paid
$1,736
Remaining balance
$0

Anything to ask about this payment? Just reply and we’ll take it from there.

Invoice · INV-2207Summer rooftop refresh

Bill toThe CallowayIssuedJun 9

The Calloway · rooftop kitchen garden

  • Summer bed renewal, RB-01 to RB-06: compost, re-edging, irrigation check$1,180
  • Hydroponic tower HT-02: strip-down, clean and summer replant$960
  • Edible-flower bed RB-04: replant from the chef’s request$340
  • Total$2,480
  • Deposit paid · card online · Jun 4−$744
  • Balance paid · card online · Jun 11−$1,736
  • Balance due$0
Paid

Sample thank-you email and paid invoice · invented client · currency follows the market in the header

Work Record · optional, yours to send

The bed before, the bed after, and every step in between.

Press Complete and the Work Record is there, ready: every step your grower logged, a before and an after photo, the compost and plugs used, the hours on the roof and a line from the grower. It lives on the growing station’s record and reaches the chef only if they ask, or if you think the work deserves showing. It never sends itself, and the invoice never waits on it.

  • Written from what your grower logs at the bed, never pieced together afterwards
  • Leaves only on your say-so: the chef asked for it, or you’d like the kitchen to see the work
  • Kept on the bed’s record either way, beside its plantings and harvests

One job’s record here; the month’s goes into the Garden & Harvest Report

Work RecordSummer rooftop refreshThe Calloway · rooftop kitchen garden · RB-04 · Jun 5 · T. MensahReady · not sentSent to the chef · 11:20 am

A wooden raised bed on a rooftop, just cleared: dark raked soil with nothing growing and a trowel on its front edge, herb beds and a black railing behind.
The same rooftop raised bed after the replant: rows of young nasturtiums with their first orange flowers and young borage, freshly watered.
BeforeAfter
  1. Spent bed cleared, RB-04 photographed
  2. Compost worked in
  3. Nasturtium and borage planted
  4. Watered in, photographed after
Materials
36 nasturtium and borage plugs · compost 40 lb
Time on site
1 h 50 min

Grower’s note First flowers for the bar in about three weeks. I will pinch the nasturtiums back on Monday’s visit so they bush out.

Optional · on request or at willKeep on recordSend to the chef

Illustration · invented client · sample data

Programs and standing weekly orders

A garden billed by the month. A kitchen billed by the crate.

Most of your work isn’t a one-off job. A garden you run on the client’s site is a program, billed every month. A restaurant you supply from your own farm has a standing weekly order, and you choose how it is billed: one invoice per delivery, or one a month listing every delivery.

  • The program’s invoice goes out on the same day each month, for the visits the program covers
  • Each delivery invoice lists what went into the crates, from the delivery your driver logged at the kitchen door
  • Switch a kitchen to one invoice a month and the month’s deliveries gather onto it, line by line

How the Growing Calendar repeats the visits and delivery days

In a greenhouse at sunrise, a grower packs basil, pea shoots and lettuce heads into a wooden crate on a worktable, with stacked crates behind and long beds of herbs and salad leaves along the glass.

Program invoiceThe Calloway · rooftop kitchen gardenRepeats every month

Rooftop Kitchen Garden Program, one monthJune$1,650

Two garden visits a week · the crop plan and its successions · tower readings · harvests to the kitchen · the month’s Garden & Harvest Report

Standing weekly orderFennel & Ash · Tuesday and Friday

Delivery invoice · Jun 13

  • Pea shoots8 oz
  • Purple radish microgreens4 oz
  • Genovese basil1 lb
  • Little Gem lettuce20 of 24 · 4 made up Tuesday
  • Nasturtium leaves2 punnets

Each delivery$168

  1. Jun 3$168
  2. Jun 6$168
  3. Jun 10$168
  4. Jun 13$168
  5. Jun 17$168
  6. Jun 20$168
  7. Jun 24$168
  8. Jun 27$168

Monthly invoice · every delivery listed · June

  1. Tuesday, June 3$168
  2. Friday, June 6$168
  3. Tuesday, June 10$168
  4. Friday, June 13$168
  5. Tuesday, June 17$168
  6. Friday, June 20$168
  7. Tuesday, June 24$168
  8. Friday, June 27$168

Each line opens to what went into that delivery’s crates, short lines included.

Total$1,344

Illustration · invented clients · sample data · how often and how you bill are yours to set

Payments

Card online, or the way kitchens pay in your client’s country.

Pick, in settings, which payment methods from your country your clients can use. The account details you add travel on the email with every invoice, so the hotel’s accounts office or the restaurant’s owner knows exactly how to pay you.

Payment methodsUS

Card payments online · at launch

Methods for this country

  • Zelle
  • Venmo
  • Cash App
  • PayPal
  • ACH
  • Wire Transfer
  • Cash
  • Check
  • Apple Pay
  • Google Pay
  • Square

This list changes with the header’s market; at launch, your own location sets it.

History

Every step of the job, with a name and a time.

Each step carries its time and who took it: you, the client or the system. When the hotel’s accounts office asks who approved the refresh and when the money arrived, the History tab has the answer.

HistorySummer rooftop refresh

  1. YouGarden Proposal sent
  2. ClientProposal opened
  3. ClientGarden Proposal approved
  4. SystemDeposit requested
  5. ClientDeposit paid
  6. YouWork started · chef emailed
  7. YouWork completed · chef emailed
  8. ClientBalance paid · paid in full
  9. SystemPayment confirmation emailed

Illustration · invented client · sample data

On the same record

The growing behind every line you bill.

Questions growers ask

About proposals, invoices and getting paid

Does the chef have to approve every Garden Proposal?

No. Asking for approval is your choice, job by job. For small work in a garden you already run, send it without approval and it goes straight onto the Growing Calendar.

Can I bill a restaurant once a month instead of after every delivery?

Yes. Ortalio is built to bill a standing weekly order either way: one invoice per delivery, or one invoice a month that lists every delivery with what was in it.

Is a deposit required?

No. Whether to ask for a deposit is up to you, job by job — a fixed sum, or a slice of the total. Without one, an approved job moves straight to Scheduled.

Do the emails to my clients show Ortalio’s name?

No. Proposals, invoices, your thank-you emails and every Work Record leave in your company’s name, sent from your company.

Does the Work Record go to the chef automatically?

No. It is kept on the record for every finished job and sent only when the chef asks or you choose to send it. The invoice never waits for it.

Founding access

Price the garden once. Get paid for every crate.

Claim early access and hear first when Ortalio opens for growers who supply restaurants and hotels.

Launching with a 14-day free trial. No card needed.

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Kitchen Garden Proposals & Produce Invoices | Ortalio