Deposit Invoice Template
A deposit invoice bills part of the price in advance, before work starts or goods are made, to secure the booking and cover upfront costs, with the balance invoiced later. The template below is pre-filled with a sample from Cedar Hill Kitchens to Morgan Ellis: 3 lines, $7,870.00. Edit it and download the PDF.
Pre-filled deposit invoice sample ($7,870.00). Example prices: replace them with your own.
From
Cedar Hill Kitchens
12 Market Street
Springfield, IL 62704
billing@example.com
Deposit Invoice
Bill to
Morgan Ellis
40 Station Road
Fairview, OR 97024
| Description | Qty | Rate | Amount |
|---|---|---|---|
| 40% deposit: custom kitchen cabinetsQuote Q-118, cabinets total $14,250 | 1 deposit | $5,700.00 | $5,700.00 |
| 40% deposit: quartz worktopsTemplating booked once the deposit is paid | 1 deposit | $1,920.00 | $1,920.00 |
| Design visit and site surveyNon-refundable | 1 visit | $250.00 | $250.00 |
- Subtotal
- $7,870.00
- Balance due
- $7,870.00
Notes
Deposits are refundable in full until materials are ordered; after that, the cost of the materials ordered is kept.
Made with Billwise - invoice-pdf-maker-app.web.app
Preview of the PDF. Everything stays in your browser: nothing is uploaded.
What is a deposit invoice?
A deposit invoice bills part of the price in advance, before work starts or goods are made, to secure the booking and cover upfront costs, with the balance invoiced later.
The tool prints it with the heading "Deposit Invoice" and behaves as an invoice.
Sample deposit invoice: Cedar Hill Kitchens to Morgan Ellis
| Item | Qty | Rate | Amount |
|---|---|---|---|
| 40% deposit: custom kitchen cabinets (Quote Q-118, cabinets total $14,250) | 1 deposit | $5,700.00 | $5,700.00 |
| 40% deposit: quartz worktops (Templating booked once the deposit is paid) | 1 deposit | $1,920.00 | $1,920.00 |
| Design visit and site survey (Non-refundable) | 1 visit | $250.00 | $250.00 |
| Total | $7,870.00 |
When to use a deposit invoice
- You must order materials or book subcontractors before the job can start.
- A booking blocks a date you cannot resell, such as a wedding, a venue hire or a photo shoot.
- You make custom goods that would be hard to sell to anyone else if the customer cancelled.
- Your contract sets a share of the price up front, for example 30% or 50% on signing.
What a deposit invoice must include
- The heading 'Deposit Invoice' or 'Invoice for deposit'
- Invoice number and date
- Reference to the quote, estimate or contract
- Total contract value
- Deposit percentage or amount billed now
- A due date before work or production starts
- What happens to the deposit if the customer cancels
- How the deposit will be deducted on the final invoice
Deposit Invoice vs similar documents
-
vs final invoice
The final invoice bills the whole job and deducts the deposit already paid; the deposit invoice bills only the advance.
-
vs progress invoice
Progress invoices bill work already done in stages; a deposit is billed before any work, as security.
-
vs proforma invoice
A proforma only previews an amount; a deposit invoice is a real invoice for a real advance payment, with its own invoice number.
Legal and tax note
Under Article 65 of the EU VAT Directive 2006/112/EC, VAT becomes chargeable when a payment on account is received before the supply, so a VAT-registered seller in the EU charges VAT on the deposit itself, not only on the final balance.
General information, not legal or tax advice.
How to make a deposit invoice
-
Open the pre-filled sample
The tool above starts as "Deposit Invoice" from Cedar Hill Kitchens to Morgan Ellis.
-
Replace the parties
Enter your business and your customer, plus quote reference and contract total.
-
Edit the lines
Change the 3 sample lines ($7,870.00 in total) to your own items and prices.
-
Check the required fields
Make sure all 8 fields listed above are filled, then download the PDF.
Trades that use a deposit invoice
Frequently asked questions
How much deposit should I ask for?
There is no single rule: it should cover the costs you commit before the customer could back out, such as materials and booked dates. Put the percentage in your quote so the deposit invoice holds no surprise. Some US states cap deposits on home improvement contracts, so check local rules for your trade.
Is a deposit refundable?
That depends on your contract or terms. State it on the deposit invoice, for example refundable until materials are ordered, or non-refundable once a date is booked.
How do I show the deposit on the final invoice?
List the full job, then deduct the deposit as an amount already paid, quoting the deposit invoice number. The balance due is what remains.