Deposit invoice template for upfront payments
Request a deposit before work starts, then bill the balance with the deposit deducted. Both versions calculate the amounts and download as a PDF, Excel or Word file.
Choose a version of the deposit invoice
Each version opens in the online maker with its own line items and payment terms, and downloads as an editable Excel or Word file. Example amounts are hypothetical, not market rates.
Deposit invoice (upfront payment)
Bills an agreed share of the project fee before work starts. The quantity is the share (0.5 = 50%) and the rate is the full project fee.
- Deposit: [share] of project fee for [project], per agreement [reference]
Fill in your deposit invoice
Edit any line, set your tax rate (0% is fine) and download a PDF. Line amounts, tax and the balance due calculate as you type. Version: Deposit invoice (upfront payment).
Tax starts at 0%. Enter the rate that applies to you, or leave it at 0 if you do not charge sales tax or VAT.
For example a deposit. The PDF then shows the balance due.
- Nothing is saved on our side. Download the PDF before you leave the page.
- Amounts print with a $ sign. If you bill in another currency, say so in the notes.
- Prefer to edit offline? Download this starting point as Excel (.xlsx) or Word (.docx).
A deposit invoice asks for part of the project fee before work starts. It should show the total, the deposit amount, what the deposit secures and whether it is refundable, and the final invoice should deduct it. The sections below cover what to include, how to set the amount, and refund terms.
What the deposit invoice covers
What you can do with this template, and what it does not do.
Deposit as a share of the fee
The deposit version uses the share as the quantity and the full project fee as the rate, so 0.5 x $8,000 shows $4,000 due now and keeps the project total visible.
What the deposit secures
Use the notes to say what the deposit holds: a start date, a production slot or materials you buy upfront.
Refund and cancellation terms
Space in the terms for whether the deposit is refundable and under what conditions, matching your contract.
Balance due wording
State the remaining balance and when it will be invoiced, for example on delivery or at the launch milestone.
Final invoice after the deposit
The final invoice version bills the full fee and puts the deposit in the Amount paid field, so the PDF shows the balance due.
PDF, Excel or Word
Download either version as a PDF, or as an editable .xlsx with formulas or a .docx.
How to fill in your deposit invoice
- Clear Label: Mark as "Deposit Invoice" or "Down Payment Invoice" for clarity.
- Business Information: Your name/company, address, phone, email, and tax ID.
- Client information: Client name, company, billing address, and contact details.
- Invoice Number & Date: Sequential number and issue date.
- Project/Order Reference: What the deposit is for (project name, order number).
- Total Project Cost: Full price of the project/order.
- Deposit Amount: Amount due now, as a share of the fee or a fixed amount.
- Deposit Percentage: Show "50% deposit" or similar for context.
- Remaining Balance: Amount due after deposit.
- Payment Due Date: When the deposit must be received.
- Payment terms: When balance is due (e.g., upon completion).
- What Deposit Secures: Explain what happens after payment (work starts, date reserved).
- Label Clearly: Mark as deposit invoice. Don't let clients confuse it with the final bill.
- Show Full Context: Include total project cost so clients understand the deposit proportion.
- Explain What Deposit Covers: Materials? Reservation? Commitment? Be specific.
- State Balance Terms: Clarify when and how remaining balance will be billed.
- Make It Non-Refundable: If applicable, clearly state deposit is non-refundable.
- Collect Before Starting: Don't begin work until deposit clears.
- Use Consistent Percentages: Round shares (for example a quarter or a half of the fee) are easier to explain and check.
- Reference in Contract: Deposit terms should match your contract/agreement.
- Track Deposits: Record deposits against project totals in your accounting.
- Apply to Final Invoice: Show deposit paid when billing the balance.
Set the deposit from your own costs and risk, not from a rule of thumb.
What the deposit should cover:
- Time you reserve and cannot resell (a shoot date, a production slot)
- Money you spend before the client sees work (materials, subcontractors, licences)
- The cost of a client walking away after kickoff
Worked example (hypothetical):
- Project fee: $12,000
- Subcontractor and licence costs paid upfront: $2,400
- Two weeks of reserved team time you could not resell: about $3,000
- A deposit of 50% ($6,000) covers both; 25% ($3,000) would not
Deposit timing:
- On contract signature
- Before ordering materials or booking contractors
- Before production starts
Refund terms to decide upfront:
- Non-refundable
- Refundable minus costs already incurred
- Refundable with a stated notice period
Clear terms for deposit invoices:
Deposit Due Date:
- Specific date (not "ASAP")
- Before work/materials ordered
- To confirm reservation
- Upon signing agreement
Balance Terms:
- Due upon completion
- Due before delivery/release
- Progress payments at milestones
- Net 30 after final delivery
Cancellation Policy:
- Deposit forfeited if cancelled
- Refund minus costs incurred
- Timeframe for cancellation
- How to request cancellation
Payment Methods:
- Bank transfer (preferred for large deposits)
- Credit card
- Check
- Payment plan if applicable
Documentation:
- Receipt upon payment
- Applied to final invoice
- Reference in contract
- Unclear Labeling: Clearly mark as deposit invoice. Don't confuse with final invoice.
- Missing Total Cost: Show full project price for context on what deposit represents.
- No Refund Policy: State whether deposit is refundable and under what conditions.
- Starting Before Payment: Wait for deposit to clear before beginning work.
- Vague Terms: Be specific about what deposit covers and when balance is due.
- Not Tracking: Record deposits against project totals. Don't lose track.
- Missing Contract Reference: Deposit terms should match your agreement.
- No Due Date: Include specific date when deposit is required.
- Forgetting on Final Invoice: Show "Deposit Paid" when billing remaining balance.
- Inconsistent Amounts: Use the same deposit basis for similar projects and apply it consistently.
Deposit invoice: frequently asked questions
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Track deposits and balances in one place
In AgencyPro, a part-paid invoice stays marked Partially Paid until the balance is settled, and clients pay by card, ACH or PayPal from the payment link. Invoicing is included on every plan, starting with Basic at $39/mo.