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Deposit Invoice Template

A deposit invoice template lets you ask for part of the price before the work begins. It shows the deposit on its own line, refers to the agreed total and explains how the balance will be billed. When the job is finished, the final invoice credits the deposit so the client pays only what remains.

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Commitment, confirmed in writing.

What a deposit invoice should include

  • The deposit on its own line

    Label it plainly, for example '50% deposit: website design and build', so nobody mistakes it for the full price.

  • The agreed total

    Show the full price and the quote or contract it comes from, so the client can see what the deposit is a share of.

  • What the deposit secures

    Explain what happens once it's paid: a date held, materials ordered or work scheduled to start.

  • Refund and cancellation terms

    Say whether the deposit is refundable and on what conditions. Settle it in writing before any money changes hands.

  • How the balance will be billed

    Note when the rest is due, such as on delivery or at launch, and that the deposit will be credited.

  • The credit on the final invoice

    On the final invoice, list the full price and enter the deposit as the amount paid. The balance due then shows exactly what remains.

A sample deposit invoice.

Kestrel & Finch Design billing Harbor Lane Bakery, on Net 7 terms. Open it in the generator and every line is yours to edit.

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Line items on a sample deposit invoice, issued Oct 12, 2026
ItemAmount
50% deposit: website design and build
Project total $11,200, per proposal Q-2047
1 × $5,600.00
$5,600.00
50% deposit: copywriting, eight pages
Project total $2,400, per proposal Q-2047
1 × $1,200.00
$1,200.00
Subtotal$6,800.00
Balance due$6,800.00

Notes. Once the deposit arrives, we'll book your kickoff session and share the project timeline.

Terms. This deposit is due within 7 days, and work begins once it's received. The remaining 50% will be invoiced at launch, with this deposit credited.

Tips for businesses that take a deposit before starting work.

  • Size the deposit to your costs

    Cover materials, booked time or anything you can't recover if the client cancels, and collect it before you commit those costs.

  • Use one reference throughout

    Put the same quote number on the deposit invoice and the final invoice. The two documents then read as one clear story.

  • Check when tax is due

    If you charge sales tax, ask an accountant whether it applies when the deposit is paid or when the work is delivered. The answer can depend on the state and the type of sale.

The same invoice, four ways.

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Deposit invoices, answered.

How much deposit should I ask for?

There's no single rule. Many businesses ask for enough to cover upfront costs such as materials or reserved time, and some trades have their own norms. Whatever you choose, put it in the quote or contract first.

How do I credit a deposit on the final invoice?

List the full price of the work as usual, then enter the deposit in the Amount paid field of the invoice generator. The invoice shows the total, the amount already paid and the balance due.

Is a deposit invoice the same as a proforma invoice?

Not quite. A deposit invoice asks for a real payment toward agreed work, while a proforma invoice is a preliminary document that shows what the final invoice will contain.

Can clients pay a deposit online?

Yes, with Pro. Send the deposit invoice by email or link and the client can pay by card or bank transfer from the invoice itself; see online payments.

Should a deposit be refundable?

That's a business decision, though in some places consumer law limits what you can keep. State your refund terms in the contract and on the invoice, and check local rules if you're unsure.

Is this template free to use?

Yes. Open it in the invoice generator, replace the sample details with your own and download a PDF. No sign-up, no watermark.

Can I add my own logo and colours?

Yes. Upload your logo, choose a design and pick an accent colour, or enter your own hex value. 3 designs are free; Pro unlocks all 48.

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