Deposits and part payments: how to invoice them
Deposits protect your cash flow, and part payments help customers afford larger purchases. The key is to keep one invoice as the single source of truth, and track every payment against it.
Why take a deposit
- It proves the customer is serious.
- It covers your first costs, like materials or booking a slot.
- It reduces no-shows and last-minute cancellations.
For custom work, 30% to 50% upfront is common. Say so on your quotation, so it is expected from the start.
The simple way to track it
- Issue one invoice for the full amount.
- When the deposit arrives, issue a receipt for the deposit and record it against the invoice.
- Show total, paid so far and balance due on the invoice.
- When the balance arrives, issue a final receipt and mark the invoice paid.
Example
| Item | Amount |
|---|---|
| Event photography (full day) | ₦300,000 |
| Total | ₦300,000 |
| Deposit received (50%, 5 Nov) | - ₦150,000 |
| Balance due on 20 Nov | ₦150,000 |
Write the rules down
Adjust the percentages and dates to suit your business, and make sure your refund rule is something you can honour.
Common mistakes
- Taking money with no receipt. Always issue one.
- Making a new unrelated invoice for the balance. Keep one invoice and show payments against it.
- Not stating the refund rule up front.
Do it in one tap
Aurum lets you mark an invoice as part-paid, shows the balance left, and creates the matching receipt for each payment, so the numbers always agree.
Questions people ask
How much deposit should I ask for?
Thirty to fifty percent is common for custom work. Larger or riskier jobs may need more.
Do I issue a receipt for a deposit?
Yes. Issue a receipt for every payment, and show the balance still owed.
Can I refund a deposit?
That is up to your terms. State your rule clearly before the customer pays.
Want this done for you in under a minute?
Aurum Invoice Studio makes invoices, receipts and quotations with your logo, signature and bank details, then delivers them as a private link, sealed with your brand, that gives your client an experience. Pay once, no monthly fees.
See plans and pricing Try the free demo