UPDATED APP GUIDE
How to use BalloonFlow
From your first photo check to a priced, approved, and completed client installation.
One complete membership
Eligible new subscribers can try every feature free for 7 days with 3 AI checks, 3 AI mockups, and 3 Theme plans. The paid membership includes 30 AI checks, 30 mockups, up to 15 Expert suggestions per check, 20 Theme plans, unlimited saved work, full Community participation, and the complete Jobs & Proposals workspace with contracts, signatures, Square payment links, Sales Tax reports, quantity and profit planning, proposals, reusable recipes, and progress checks.
The complete Pro job flow
Create the lead, add the event address and times, then use Calendar to manage every booking.
Attach a mockup or phone photo, build the balloon recipe, match manufacturer colors, apply Sales Tax, add fees or a discount, and calculate a profitable Total.
Add the seller’s logo and reply-to email, send the proposal by email or PDF, and collect approval plus the electronic signature from one client page.
After the client signs, BalloonFlow prepares the Square deposit step automatically. Follow the signature and payment alerts, send the balance link when needed, move from Paid in full to Completed after installation, and review results in Reports.
LATEST UPDATES
What changed recently
The App Store and Google Play builds add secure sign-in handoff, camera and photo access, native push alerts, and store-managed BalloonFlow Pro membership while preserving Square for client event deposits.
Download without leaving the app. The PDF uses a larger clean mockup, carries your branding, includes contract pages, and links directly to secure approval.
Typed terms and an uploaded contract PDF now appear directly above the signature fields so clients can review the full agreement before signing.
Open Link Square between Edit contract and Trashed leads to connect the business account used for deposits and balances.
Signing prepares the connected Square deposit link and shows the client the secure payment button immediately—without charging them automatically.
Enable Notifications under You to receive a phone alert when a client signs, along with deposit and Community activity.
Named additional fees and discounts are included in the client’s final Total.
See every full backdrop silhouette, add several backdrops, lock any item, flip balloon pieces, undo or redo changes, and recolor from one floating tool beside the canvas.
Set one standard rate or city-specific rates under Jobs & Proposals, apply the matching rate to quotes, show tax clearly in client proposals, and review tax by day, month, or year.
Tap an image to open its post, read every comment, and like or reply with text or a photo.
Sign in and choose your coaching level
Install BalloonFlow AI from the App Store or Google Play and open it from the app icon. Updates to BalloonFlow’s tools normally appear automatically; close and reopen the app if a change does not appear immediately. Sign in, open You, and choose Beginner for clear step-by-step instructions or Expert for professional ratios, cluster rhythm, mechanics, and design language.
Analyze a garland photo
Open Analyze, upload a clear straight-on photo or take one with your camera, then tap Analyze this garland. BalloonFlow scores color flow, balance, size mix, and coverage; estimates length and balloon count; marks where balloons may need to be added or removed; and creates a shopping list for additions only.
Review additions, removals, and build the kit
After an analysis, review the score, metric breakdown, and numbered Suggested Changes on the photo. Scroll through What to add for new balloon placement guidance and What to remove for optional cleanup recommendations. Then open Add to your kit to review quantities, sizes, and brand color matches; removal recommendations never count as items to buy. Confirm important orders with physical swatches. Pro members receive unlimited saved work in the private Gallery under You. An analysis attached to a Pro job records its score as a progress check.
Turn a theme into a build recipe
Open Studio → Theme Studio and describe the event, mood, or theme. BalloonFlow creates a coordinated palette, suggested length, balloon estimate, size range, build steps, and shopping list. Pro includes 20 theme plans per month. Save concepts you may want to reuse.
Mock up a backdrop and garland
Open Studio → Backdrop Mockup, then choose AI Mockup or Canvas Mockup. AI Mockup creates a realistic generated scene from your backdrop, colors, placement, length, setting, and theme notes. Pro includes 30 AI mockups per month. Canvas Mockup is a touch designer with three expandable tools. Open Add a backdrop to place one or several backdrops; every chooser card shows the full silhouette, and a small Added confirmation appears when one is placed. Drag an unlocked backdrop to move it. The floating Lock button under Color works for backdrops, balloons, and wording, so finished items stay put. Open Add balloon clusters for organic garlands, tightly bunched 3D three-balloon clusters in 5-inch and 11-inch sizes, realistic and illustrated 5-inch clusters, the realistic mixed-size organic cluster, and realistic or illustrated single 18-inch balloons. Balloon pieces begin off-white, keep their correct preset size, and can be dragged, recolored with a solid or popular theme color, rotated with two fingers, or mirrored with Flip. Use Add names and wording for movable text with several previewed fonts and colors. The curved arrow buttons undo and redo canvas changes. Delete removes the selected item. Download the finished design as a PNG, or tap Save editable project. Pro members receive unlimited saved work. Saved Canvas projects appear in Gallery with an Edit button so every backdrop, balloon, color, word, position, lock, flip, and rotation can be reopened and changed later.
Start a professional balloon job
From Home, tap Jobs & Proposals. You can also find it under You. Tap New lead to create a client record. Add the client, contact details, lead source, event date, start and end times, event address, private notes, event brief, and an optional saved mockup or event-space photo. Tap the small sticky Save lead button to save the lead in its current state; its status tells you when changes are still unsaved.
Manage the lead pipeline and booking calendar
Open Leads list to search by client name, date, email, or phone number. Move each lead through New, Contacted, Proposal sent, Booked, Paid in full, Completed, or Lost. BalloonFlow automatically moves an approved, signed proposal to Booked and a fully paid job to Paid in full. Press and hold a lead to move it to Trash; open the dedicated Trashed leads inbox above Reports to restore it within 15 days. Tap Events on Home, or open Calendar inside Jobs & Proposals, to see booking counts by date and open the complete lead.
Calculate balloons, sizes, bags, and time
Inside the job, choose the garland length and Light, Standard, or Lush density. Tap Save to recalculate the balloon count, 10% spares, suggested size mix, estimated bags, and build time. Treat these as planning estimates and confirm actual venue measurements and manufacturer bag quantities before ordering.
Match colors to balloon manufacturers
Open Balloon Color Analyzer from Home and upload a clear photo. BalloonFlow identifies the visible colors and shows the closest planning matches from Tuftex, Sempertex, Kalisan, and Gemar. Digital colors vary with screens, latex finish, lighting, inflation, and production batches, so confirm important orders with physical swatches.
Set up Sales Tax and review reports
From Jobs & Proposals, tap Sales Tax. Choose One rate for a single rate across your work, or By city to add city and state overrides plus a fallback rate. Save the setup, then use Apply configured rate for this city inside a job’s Price for profit section; the matching rate is also applied when a new lead is created. Sales tax appears as its own line in the quote, client proposal, PDF, and proposal email. Return to Sales Tax and switch the report to Day, Month, or Year to review taxable sales, tax, and the estimated tax portion of payments already marked paid. Confirm rates, filing periods, exemptions, and remittance requirements with your local tax authority.
Price the job for profit
Enter materials, labor hours, hourly labor rate, travel, setup or strike, and rentals. Add any named additional fees, such as delivery or a rush charge, and an optional discount. Review or adjust the Sales tax rate, choose your target profit margin and deposit percentage, then save. BalloonFlow calculates your estimated cost, profit, subtotal before tax, sales tax, total, and deposit due before you send the proposal.
Prepare your service contract
Open Edit contract inside Jobs & Proposals. Add your business logo, business name, and proposal reply-to email, then edit the starter agreement, upload your own PDF, or use both. The business logo appears at the top of the client proposal and contract, while the small BalloonFlow AI logo stays in the footer. Customize the cancellation, refund, weather, damage, rental, and local terms for your business and have a qualified professional review them. BalloonFlow saves a copy under the lead when you send its proposal, so later template edits do not change that client’s agreement.
Send the proposal, collect a signature, and request payment
Open Link Square inside Jobs & Proposals and connect the balloon business’s own Square account. Inside the lead, attach a saved Gallery mockup or upload a photo from the phone, then tap Send proposal via email, Share proposal + contract, or Download branded PDF. The proposal includes the matched palette, named fees, discount, sales tax, deposit, and final Total. Its mockup appears as a large clean image without the app frame. The faster PDF downloads without taking over the app and includes the service-agreement text on additional pages, plus a button to open the secure client page. The email displays your business name and sends replies to the email saved in Edit contract. On the client page, the complete typed agreement and any uploaded contract PDF appear directly above the signature fields. The client can approve, type their legal name, consent to the electronic signature, or request changes without creating an account. After signing, BalloonFlow automatically prepares the Square deposit link and immediately asks the client to place the deposit. It never charges the client automatically—the client must tap the secure payment button. If Square is not connected, the agreement still signs and the seller can send a payment link separately. You can also create deposit or remaining-balance links inside the lead. The timeline records Contract signed, Deposit paid, and Balance paid. With the Square webhook configured, payments update instantly; reopening the lead also checks Square as a backup. A paid deposit can move an approved lead to Booked, and a paid balance moves it to Paid in full. To receive signed-contract and deposit alerts, open You → Notifications and tap Enable.
Handle revisions and track the build
A client revision appears as a highlighted note inside the job. Tap Revise mockup to carry the palette, theme, and revision request into the mockup tool. Use the checklist for measurements, inventory, client approval, prep, installation, and final photography. During the build, run Analyze and record progress scores or notes.
Review reports and reuse winning recipes
Open Reports to review total leads, booked events, conversion rate, booked revenue, deposits collected, outstanding balances, estimated profit, average job value, signed contracts, pipeline stages, lead sources, and monthly bookings. Use these numbers to see which marketing sources and event months produce bookings. Tap Save as reusable recipe on a successful job, then use that recipe to start future leads faster.
Share with the BalloonFlow community
Open Community and use the search bar to find posts by creator, topic, or keyword. Tap Add a Post to share a question or statement, a photo, or both. Photo filenames are kept private. Tap a post image to open the complete post, see every comment, like it, or add a text or photo comment. Quiet daily posting protection helps prevent leaderboard abuse without displaying a remaining-post counter. Genuine posts, likes, and helpful comments earn points; top creators appear by week, month, and year. Popular recent photo palettes can become tappable Trending Palettes on Home.
Manage your account under You
Open You to edit your unique @username and profile picture, review points and AI usage, manage membership limits, and access Jobs & Proposals. Tap Gallery to open a dedicated page containing every saved AI check, backdrop mockup, editable Canvas project, and lead photo. Tap an image to view it larger. Editable Canvas projects include an Edit or Open project button; use the delete button and confirm when you no longer want a saved item stored. Tap Language to choose English or Spanish; the choice is saved to your account, and new AI garland analyses and theme plans follow it. Open Notifications to enable app alerts for signed contracts, paid deposits, and new Community likes or comments. Those alerts also appear in the Notifications activity list. Use Help & support for assistance or Suggest a feature to open a prepared message to hello@balloonflowai.com. To permanently remove the Supabase login identity and all BalloonFlow records, choose Delete account and data, review the warning, and type DELETE.
Need a hand?
Email the BalloonFlow team and tell us what screen you were on and what happened. A screenshot is helpful when possible.
Email hello@balloonflowai.com