Deposits and advance payments
Deposits let you record advance payments or retainers from clients before issuing the final invoice. When it is time to invoice, you can apply the deposit to the invoice amount.
Create a deposit
- Go to Finance → Deposits.
- Click New Deposit.
- Select the client and fill in the details:
| Field | Description |
|---|---|
| Client | Client making the advance payment |
| Amount | Amount received |
| Description | Reason for the deposit (for example, "Q2 project retainer") |
| Received Date | Date the payment was received |
| Currency | EUR by default |
| Payment Method | Free text (transfer, card, cash...) |
| Reference | Transfer number or other identifier |
You can also click Create Proforma Invoice on a deposit.
Apply a deposit to an invoice
When you issue the invoice for the prepaid work:
- Open the deposit from Finance → Deposits.
- Click Apply to Invoice.
- Select the target invoice and enter the amount to apply (it can be partial).
The applied amount is deducted from the invoice balance. One deposit can be applied to several invoices until its Remaining Balance is used up. Applications are listed in the deposit's Applications section.
Refund a deposit
If the work is not carried out or the client asks for a refund:
- Open the deposit.
- Click Refund.
- Enter the Amount to Refund.
Deposit states
| State | Description |
|---|---|
| Active | Deposit recorded, full balance available |
| Partially Applied | Part of the deposit has been deducted from invoices |
| Fully Applied | The full amount has been assigned to invoices |
| Refunded | The deposit has been returned to the client |
API
Deposits are available in the REST API (/v1/deposits) with list, create, read, update and delete operations, plus the apply and refund actions. See the API reference.