How to Invoice a Deposit

A deposit protects you before you buy materials or block time for a client. Here is how to ask for one and how to show it on the final invoice.

How much to ask for

25% to 50% is normal. Ask for more when you buy materials up front or the client is new. For long jobs, use stage payments instead of one big deposit.

Step 1: put the deposit on the quote

On the quote or estimate, enter the deposit percentage under the total. The PDF shows "Deposit due on acceptance (30%)" with the amount, so the client knows what to pay to start.

Step 2: send a deposit invoice

When the client accepts, send an invoice with one line: Deposit, 30% of quote QUO-0012, with the deposit amount. For orders paid in advance, a proforma invoice does the same job.

Step 3: show it on the final invoice

When the work is done, invoice the full amount and enter the deposit in Amount paid. The invoice shows the total, the deposit already paid and the balance still due.

Refunds

Say in your terms whether the deposit is refundable if the client cancels. A common rule: non-refundable once materials are ordered.

Make an invoice