Deposit invoice
Deposit invoice example for an accepted quote
A deposit invoice asks for part of an accepted quote before work starts, and should say which quote it relates to, what share it is, and what is left to pay. This example from an Adelaide joiner to a bakery bills a 40% deposit of $8,228 including GST on a quote for display counters, due on receipt so the timber can be ordered.
The invoice, page by page
The invoice as the client downloads and prints it.
The pricing, line by line
- Deposit, 40% of quote IWJ-Q-0318
- 1 × $7,480.00
- Tax
- $748.00
- Total
- $8,228.00
Section by section
- Header
- The joiner's name, contact details and suburb, with invoice number INV-0731.
- Bill to and dates
- The bakery, its address and ABN, with an issue date and due date of 13 October 2026.
- Title
- Tax invoice, the quote number and the supplier's ABN.
- Line
- One deposit line for 40% of the quote, with the quote total in the description and GST at 10%.
- Totals
- Subtotal, GST, total and amount due.
- Notes and bank details
- What the deposit pays for, when materials are ordered, the balance and when it is invoiced, then the account and reference.
When a deposit invoice is the right document
A deposit invoice is sent after the client accepts a quote and before the work starts, usually because the business must spend money first: here, on American oak and curved glass. It should identify the quote, state the share being asked for, and say what happens next. In Australia, a business registered for GST generally accounts for GST on a deposit that is a part payment for the work, so the deposit invoice is a tax invoice with GST shown, as this one is. The client can claim that GST when it pays. A refundable security deposit, such as a bond held against damage, is treated differently, which is why this invoice describes the payment as part of the quote price.
How the deposit is worked out
The quote is $18,700 before GST, $20,570 with it. Forty percent of $18,700 is $7,480, and GST of $748 brings the deposit invoice to $8,228. The balance is $11,220 before GST, $12,342 with it, which the notes state and which will be invoiced on installation. The invoice is due on the day it is issued, because the joiner will not order materials until it is paid, and it is set to the firm reminder preset, which, once the invoice is sent, reminds the client on the due day and then 2, 5, 9 and 14 days later if it is still unpaid. A pay link lets the bakery pay by card at once.
How to adapt this invoice
Name the quote, its total and the percentage in the line, and the balance and when it is due in the notes. Show GST on the deposit if you are registered and the deposit is part of the price. Make the due date match the reason for the deposit: due on receipt if you are ordering materials, a few days if you are only booking a date. If you send quotes as proposals, accepting a proposal with a deposit also issues a deposit invoice automatically with a pay link, and drafts the balance invoice for later. Check how that invoice shows GST before relying on it as a tax invoice.
What makes this invoice work
It points to the quote
The title and the only line name quote IWJ-Q-0318, and the notes give the date it was accepted. The bakery's bookkeeper can match the deposit to the quote and to the balance invoice that follows, without guessing which job it is for.
GST is shown on the deposit
The deposit is $7,480 before GST with $748 of GST on top, and the title says Tax invoice with the supplier's ABN. A GST registered buyer can claim the GST on the deposit in the period it pays, rather than waiting for the final invoice.
The balance is not a surprise
The notes state the balance, $12,342 including GST, and when it will be invoiced: on installation. The client sees the whole payment plan on the first invoice, and the reason the deposit is due on receipt: timber and glass are ordered when it arrives.
Questions people ask
What is a deposit invoice?
An invoice for part of the price of a job, sent after the client accepts and before the work starts. It names the quote, the share being asked for and what remains to be paid. This example asks for 40% of an accepted joinery quote so the timber and glass can be ordered.
Do you charge GST on a deposit?
If you are registered for GST and the deposit is a part payment of the price, GST generally applies to it, so a tax invoice for the deposit shows GST. This one shows $748 of GST on a $7,480 deposit. A refundable security deposit is treated differently, so describe the payment accurately.
How much deposit should I ask for?
Enough to cover what you must spend before the client receives anything. This joiner asks for 40% because timber and curved glass are ordered as soon as the deposit arrives. For residential building work, states cap deposits, so check the rules before setting a percentage for a homeowner.
When should a deposit invoice be due?
When you need the money to start. This invoice is due on the day it is issued, because no materials are ordered until it is paid, and it says so in the notes. If the deposit only books a date, a few days is reasonable.
Does accepting a proposal create a deposit invoice?
In OneCraft, yes. When a client accepts a proposal or quote that has a deposit set, a deposit invoice is issued straight away, due that day, with a pay link, and a balance invoice is drafted for the remaining amount. Invoices can also be created by hand in the invoice editor, as this one was.
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