How to invoice a deposit without confusing the balance

A deposit is not a vibe on the quote. It is money they owe now. If you bury “50% to start” in a paragraph and never bill it, you will start the job unpaid and argue later.

Quote first

Send an estimate. When they accept, do not reuse the EST number. Mint invoice one: deposit. Mint invoice two: balance, after the work (or on a milestone you wrote down).

Deposit invoice

• Title it Deposit or put “Deposit” in the first line.
• Amount is the deposit, not the full job. Tax on that amount if you collect GST/HST.
• Due date is soon — often due on receipt.
• New sequential INV number. See sequential numbers.
• How to pay on the page.

When Interac lands, mark that invoice paid. Do not start a third document called “receipt for deposit” with a new number.

Balance invoice

After the job (or the next milestone), invoice the remainder. Reference the deposit invoice in the notes (“Balance after INV-0041”). Same client, new number, new due date. Do not edit the deposit invoice into a full-job invoice — AP already booked the first one.

What not to do

• One invoice marked “50% paid” by hand in Word. Totals lie.
• Pay now for the deposit if they pay e-transfer anyway.
• Start work before the deposit invoice is paid, unless you like financing their job.

justIssued

Deposit invoices are a first-class kind: share the link, mark paid, then bill the rest. Estimates and convert are Paid ($12/mo after a 7-day trial). No half-paid status. No Pay now. Start free.