Final invoice
Final invoice example with the deposit deducted and a pay link
A final invoice closes a job: it lists everything delivered, deducts what has already been paid, and leaves one clear amount due. This example from a Melbourne event technology company bills a two day health summit at $44,370 plus GST, shows the $12,100 deposit as paid, and asks for a balance of $36,707 by card or bank transfer.
The invoice, page by page
The invoice as the client downloads and prints it.
The pricing, line by line
- Main stage audio visual
- 1 × $18,600.00
- Breakout rooms
- 4 × $2,350.00
- Live stream and recording
- 1 × $6,900.00
- Technicians
- 14 × $640.00
- Additional lapel microphones
- 6 × $85.00
- Tax
- $4,437.00
- Total
- $48,807.00
Section by section
- Header
- The supplier's name and contact details with invoice number LET-0884.
- Bill to and dates
- The client contact, company, address and ABN, issued 6 October and due 20 October, with the amount due.
- Title
- Tax invoice, the event and the supplier's ABN.
- Lines
- Main stage, four breakout rooms, live stream, 14 technician days and six extra microphones added on the day.
- Totals
- Subtotal, GST, total, the deposit shown as paid, and the balance due.
- Notes and bank details
- The event, the proposal it follows, the deposit received and how to pay the balance.
What a final invoice has to settle
By the time a final invoice goes out, the client has usually paid a deposit, agreed changes, and forgotten some of them. The final invoice has to bring all of it together: what was delivered, what changed, what was paid and what is left. This one lists the accepted lines in full, adds the one change made on the day with the session it was for, shows the deposit as a paid amount under the total, and names the deposit invoice and its date in the notes. The client can approve it without opening the proposal, which is what gets a large balance paid within terms.
How the balance is worked out
The main stage is $18,600, four breakout rooms at $2,350 are $9,400, the live stream is $6,900, 14 technician days at $640 are $8,960 and six extra microphones at $85 are $510: $44,370 before GST. GST is $4,437, so the total is $48,807. The deposit of $12,100 was paid on 14 August, leaving $36,707 due by 20 October. When a proposal with a deposit is accepted in OneCraft, a balance invoice is drafted at the same time with the deposit already recorded as paid, which is the shape this invoice follows; the supplier adds any changes before issuing it.
How to adapt this invoice
List the accepted lines as the client accepted them, and add changes as separate dated lines. Record the deposit as paid so the amount due is right, and name the deposit invoice in the notes. If the job changed a lot, a short sentence summarising the changes saves an email. Send it with the pay link, because a client who can pay by card on the day the invoice arrives often does. Choose a reminder preset that fits the amount; for a large balance, reminders before the due date are worth having.
What makes this invoice work
The deposit is visible, not netted off
The full price is shown line by line with GST, and the deposit appears as Paid below the total, leaving $36,707 due. The client sees the whole job and the payment already made, and its accounts team can match the deposit to invoice LET-0841 named in the notes.
Day of changes are billed honestly
Six extra lapel microphones added for the panel session on 2 October are a separate $85 line with the date. A final invoice is where on the day extras turn up, and naming the session stops the client querying a number they do not recognise.
Paying is one click
The notes point to the pay link in the email, which opens a page with the amount due and a Pay now button through Stripe Checkout, with the money going to the supplier's own Stripe account. Bank details sit beside it for clients who must pay by transfer.
Questions people ask
What is a final invoice?
The last invoice for a job, sent when the work is complete. It lists everything delivered, including changes, deducts payments already made such as a deposit, and states the balance due. This example closes a two day conference audio visual job after a deposit paid in August.
How do I show a deposit on a final invoice?
Show the full price, then the deposit as a payment received, then the amount due. This invoice totals the job including GST, lists the deposit as Paid, and names the deposit invoice and its date in the notes, so the client can match both payments to one job.
Should a final invoice include GST on the full amount?
The GST belongs to the whole price. If GST was already included on the deposit invoice, the client has claimed that part, so the final tax invoice should make clear what has been invoiced before. This example names the earlier deposit invoice in its notes for that reason.
What is a pay link on an invoice?
A link to a page where the client can see the amount due and pay by card. In OneCraft every issued invoice has one; the page opens Stripe Checkout and the money goes to the business's own connected Stripe account. Card payments need a paid plan with Stripe connected.
How soon should a final invoice be paid?
By the terms agreed in the proposal or contract. This one gives 14 days and uses the standard reminder preset, which reminds the client three days before the due date, on the day, and 3, 7 and 14 days after if it is still unpaid.
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Tax invoice example for New Zealand with GST at 15%
Since April 2023 New Zealand no longer requires a tax invoice as such, but a GST registered seller must give taxable supply information that depends on the size of the sale. This example from a Christchurch tree care company to a retirement village shows a $6,270 job with GST at 15%, the seller's GST number, and the buyer's details because the sale is over $1,000.
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.
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Written and checked by the OneCraft team. Last checked .