Invoiceferry

Deposit invoice template

Ask for part of the price before you order materials or block the date. The deposit invoice is separate from the final invoice that comes later.

No sign-up. Your invoices and client data stay on your device.

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How to use this deposit invoice

  1. Enter the accepted quote or contract number in “PO / reference”.
  2. Add one line that names the deposit, its percentage and the full project price.
  3. Set a short due date (7 days is common) so you can plan the start.
  4. Explain in Terms what happens to the deposit if the job is cancelled.
  5. Download the PDF. Later, issue a final invoice that deducts the deposit.

How deposit invoices work

A deposit invoice (also called an advance or prepayment invoice) asks for part of the price up front. When the work is done you send a final invoice for the full price, showing the deposit as already paid, so only the balance is due. Common deposits are 25 to 50% for building and events work, or a fixed booking fee for photographers and venues.

VAT on deposits

In the UK and EU, VAT is usually due when you receive a deposit (an advance payment), not only when the work is done, so a deposit invoice from a VAT-registered business normally charges VAT on the deposit amount. Refundable security deposits can be treated differently. In the US, sales tax on deposits depends on the state. Check with your tax adviser if you are not sure.

Your business
PNG, JPG, WebP or SVG.

Remembered for your next document.

Bill to
Details

Counts up automatically. You can edit it.

e.g. “Tax invoice”, “Estimate”.

When the work was done or the goods delivered, if not the issue date. Required in Poland (data sprzedaży).

Type a code or name, e.g. EUR or shilling.

How amounts and dates are written on the document.

Line items
Tax, discount & shipping
Tax
More: pension contribution, recargo, ROT/RUT

Italy: rivalsa INPS (4 %) or a professional fund’s contribution, added to the net amount and taxed with it.

Sweden: mark the labour lines with “Mark as labour” in each line’s ⋯ menu. The deduction is worked out on labour including VAT and taken off the amount to pay. Add the buyer’s personnummer (and fastighetsbeteckning for ROT) in the notes.

Tax is calculated after the discount; shipping is added untaxed. Withholding tax (such as Spain’s IRPF or Italy’s ritenuta d’acconto) is taken off the amount your client pays you. Tax rules differ by country — check which rates and details apply to you.

Payment & notes

Made from the invoice number and printed on the invoice, so your bank can match the payment.

Poland: VAT on a foreign-currency invoice is also shown in złoty, at the NBP average rate from the last business day before the date of supply.

 

E-invoice (XML)

Fill these in to download your invoice as an e-invoice (XML). Empty fields are taken from the details above where possible.

Ask your client which format they accept. Belgian businesses receive e-invoices through Peppol from 2026.

Your business

Scheme and number, e.g. 0208 + your Belgian company number. Needed for Peppol.

Bill to

Required by XRechnung. For public authorities, their Leitweg-ID; for businesses, the reference or order number they gave you.

Only needed when you don’t charge VAT.

Leave empty to use the standard wording.

Italy (FatturaPA)

7 characters from your client. Use 0000000 with a PEC address, or for private individuals.

Needed for private individuals without a Partita IVA.

Only used when you set a withholding rate under Tax.

Free beta
Design
Paper size

Opens your browser’s print dialog — choose Save as PDF.

Live preview A4
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Your documents

Dashboard, reminders & repeating invoices

    Frequently asked questions

    How much deposit should I ask for?

    There is no rule. 20 to 50% is common for projects with material costs; a smaller fixed booking fee is common for services. Whatever you choose, state it in the quote so it is no surprise.

    Is a deposit refundable?

    It depends on your terms and on consumer law where you work. Write your cancellation terms on the quote and the deposit invoice. Consumer protection rules may limit what you can keep.

    Should the deposit invoice have its own number?

    Yes. It is a real invoice and takes the next number in your normal sequence.

    Can I turn a quote into a deposit invoice?

    Yes. Convert the accepted quote to an invoice, change the title to “Deposit invoice”, and replace the lines with a single deposit line.

    How do I show the deposit on the final invoice?

    List the full job on the final invoice and enter the deposit under “Amount paid”. The balance due is then calculated for you.

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