deposit invoice template

With a tool like Djaboo, you can send invoices, track payments, and receive alerts for pending invoices, without multiplying spreadsheets.

Summary

• La deposit invoice used to ask for a payment of the deposit avant la provision of services or Shipping of patented.
• She must correspond to quote or an order, with a reference to the quote to avoid any confusion.
• We find there: invoice number, invoice issue date, deposit amount, total amount, due date, means of payment, etc.
• Then thedeposit is deducted on final invoice ( final invoice) via the deduction of the advance payment.
• A template (Word/Excel/Google Sheets) allows you to generate down payment invoices quickly and track your customer invoices.

💡 Did you know?

With Djaboo, you can create professional electronic invoices in just a few clicks. All the required information is automatically added based on your business 😎

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5 / 5 - (1082 votes)

💡 Did you know?

With Djaboo, you can create professional electronic invoices in just a few clicks. All the required information is automatically added based on your business 😎

Reviews

5 / 5 - (1082 votes)

Definition of a deposit invoice

La deposit invoice current is a document billing that materializes the payment of a deposit : you ask the client to settle part of the sum before the complete execution of a benefit or before the delivery of an item. In short: you secure cash, and your customer knows exactly what they are paying for, for what service, and according to what rules.

Deposit and advance payment are sometimes confused. In reality, what matters for your management is...issue a deposit invoice clean, linked to your quote, and to plan the deduction of the advance payment on the final invoice. It is this combination (deposit invoice + final invoice) that prevents errors.

When should a down payment invoice be issued and which case does it correspond to?

A issuance of a deposit invoice It is justified as soon as you have a real risk: long project, costs to incur, custom production, or start-up conditional on a payment.

Some very common cases:

• Consultant Fixed-price mission with scoping workshop + deliverable.
• Freelance : design, development, writing, where you start after receiving the deposit.
• Retainer lawyer: you bill an initial amount, then you track billable hours.
• Product sales made to order: you request a deposit before manufacturing or reservation (more secure transaction).

In these situations, the corresponding deposit invoice acts as a “milestone”. It can be issued upon signature of the quote, or upon validation of the order, and then the final invoice follows (with deduction).

Deposit invoice and quote: reference to the quote, order and delivery

The easiest way to avoid a debate about the amount is to link your invoice to an accepted quote.

Specifically, on your invoice, you can mention:

• the quote number (quote reference);
• the purpose of the project (service or product);
• the date and description (even a short one);
• and the payment terms (e.g., “deposit upon receipt, balance upon delivery”).

This link between quote and invoice is invaluable: it clarifies the transaction, especially if several parties are involved (buyer, client, subsidiary, etc.). And it simplifies your accounting.

VAT: subject to VAT, VAT amount, General Tax Code and Tax Code

As soon as you are subject to VATThe question arises: what to do with the VAT on a deposit?

In practice, you must above all remain consistent: your deposit invoice must show what you are actually charging (amount excluding tax, VAT amount(including VAT if applicable), and the final processing will be done on the final invoice, with thedeposit is deducted.

Depending on your tax situation, certain information may be required (CGI, Tax Code). Most importantly: use a model adapted to your plan, to avoid back-and-forth communication with the client and limit the risk of error.

Simple tip: if you are exempt from VAT, avoid "cobbled together" an invoice with 0% VAT without mentioning it. A properly configured template makes everything look more professional and secure.

Down payment invoice number: Down payment invoice numbering

Like any invoice, a deposit invoice must have:

• un advance payment invoice number unique ;
• another numbering of advance payment invoices consistent;
• another invoice issue date.

Example of a simple rule:

• 2026-001 (down payment)
• 2026-002 (final invoice)

Some companies prefer to distinguish between:

• DEPOSIT-2026-001
• SALE-2026-014

Regardless of the format, as long as you remain consistent and can find your invoices issued quickly.

How to create a deposit invoice in Word, Excel, PDF, and Google Sheets

The goal here is to save time without sacrificing clarity. You can create a deposit invoice with a Word or Excel file, or directly on Google Docs / Google Sheets.

Steps to create a deposit invoice

1. Download the down payment invoice templates (Word, Excel, Google Docs, Google Sheets).
2. Provide your company details: name, address, contact, bank if you are providing a bank account number (RIB).
3. Enter customer details (name, address).
4. Add one will unique and the date.
5. Describe the service or product (one clear line is sufficient).
6. Indicate the deposit amount (e.g. 30%), taxes/VAT if applicable.
7. Add a payment due date and your conditions.
8. Specify the method of payment (bank transfer, card, etc.).
9. Save and export in PDF for sending.
10. Send to the client by email or via Djaboo.

Word is convenient for formatting, Excel/Google Sheets for calculations. Then, PDF is your "professional" sending format: readable, stable, and complete.

Example of a deposit invoice: 30% deposit, payment and balance due

Let's take a simple example:

• Total cost of the service: €2,000
• 30% deposit: €600
• Balance due at the end: €1,400

On the deposit invoice, you indicate:

• “30% deposit on service X (reference to quote Y)”
• Amount: €600 (VAT if applicable)
• Issue date + expiry date

Next, on the final invoice (or definitive invoice), you write:

• Total amount: €2,000
• Line item “deducted from advance payments: -€600”
• Total to pay: €1,400

This is the heart of the mechanism: the deduction of the advance paymentAnd that's what makes your customer invoices clear and unambiguous.

Advance payment invoicing: what fields should be included in a complete document?

A template for a down payment invoice should remain simple, but supportHere is a useful list (you can pick and choose according to your needs):

• Seller's contact information + customer's contact information
• Number and date
• Description of the service or items
• Quantity (if for sale)
• Total amount, deposit amount, balance
• VAT if applicable + VAT amount
• Payment terms, payment method
• Reference to quote/order
• Note “deposit created and deducted from final invoice” (useful for understanding)

Self-employed advance payment invoice: what's changing in France

If you are spending your Self-employed down payment invoiceThe principle is the same: you request a deposit, you follow the payment, then you deduct it from the final invoice.

Things to watch out for:

• your VAT regime (often basic exemption);
• the clarity of the statement (especially if you do not apply VAT);
• Your organization: keep track of invoices issued and the balance.

The most important thing is to remain consistent: same rules, same numbering, same payment terms. This consistency reduces delays and secures your accounting.

Edit a deposit invoice, generate deposit invoices and track management

In real life, you will sometimes have to correct a detail: an address, a label, a date. If you need to edit a deposit invoiceDo it properly:

• keep the version that was sent;
• save a new version;
• and briefly explain to the customer what has changed.

For managementThe idea is simple: track your customer invoices with three statuses:

• sent
• paid (receipt of deposit)
• Pending (deposit payment not received)

When you work with several clients in parallel, this mini-organization avoids wasting time looking for “where the payment stands”.

How to fill out a deposit invoice without making a mistake

To summarize "how to fill it out", keep this logic in mind:

1. You enter the information (you + client).
2. You mention the quote or the order.
3. You specify the amount of the deposit and the due date.
4. You specify how to pay.
5. You proofread and you send.

The most common pitfall: forgetting to clearly state that the deposit will be deducted from the final invoice. A small line like "Deposit to be deducted from the total amount" avoids a lot of confusion.

How do I send clients a deposit invoice?

The simplest method:

• export PDF,
• sent by email,
• and, if possible, a very clear email subject line: “Down Payment Invoice – Quote X – Due Date DD/MM”.

You can also use an invoicing tool to centralize sending, keep a history, and receive an alert if an invoice remains pending. The goal is always the same: to get paid quickly, without endless chasing.

FAQ – Down Payment Invoice Template

Is a deposit invoice issued before or after the service?

Generally before, or at the beginning. It is linked to a quote/order, to trigger an initial payment.

Can a deposit invoice be created using Word or Excel?

Yes. Word is convenient for presentations, Excel/Google Sheets for calculations. In any case, send it as a PDF.

How does the corresponding down payment invoice appear on the final invoice?

The final invoice summarizes the total amount, then applies “deducted from deposits” to display the balance due.

Is a payment due date required?

Yes, it's highly recommended. Without a deadline, you lose a clear reference point for relaunching.

What if the client does not pay the deposit?

You can suspend the start of the work (if this is stipulated in the quote/conditions). The deposit is specifically designed to protect against this risk.

Conclusion

A deposit invoiceThis is a simple way to secure your cash flow, structure your client relationship, and reduce the risk of operating with an overdraft. With a clear template, proper numbering, a reference to the quote, a due date, and easily understandable payment terms, you facilitate client approval and get paid faster.