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Deposit and balance invoices for contractors
Make a proper invoice as a PDF on your phone, free and with no sign-up. The balance invoice shows the deposit as paid and the balance due.
For builders, plumbers, electricians and handymen who take a deposit before they start, often for materials, and invoice the rest when the job is done.
A worked example
You quote R40,000 to redo a kitchen. The client pays a 50% deposit of R20,000 for materials before you start, and the R20,000 balance when the job is done.
1. Deposit invoice, before you start
- 50% deposit for materials, kitchen renovation1 × 20,000.00
- Subtotal
- ZAR 20,000.00
- Total due
- ZAR 20,000.00
2. Balance invoice, when the job is done
- Labour, kitchen renovation1 × 22,000.00
- Materials, kitchen renovation1 × 18,000.00
- Subtotal
- ZAR 40,000.00
- Total
- ZAR 40,000.00
- Amount paid
- ZAR 20,000.00
- Balance due
- ZAR 20,000.00
Deposits on building jobs
On building and repair work, the deposit often pays for materials, ordered once the client has paid. Say so in the deposit line, such as “50% deposit for materials”, so your client knows what the money is for.
On a long job you can invoice in stages instead. Each stage invoice lists that stage’s work under its own number, and the last one lists the whole job with everything already paid in “Amount already paid”.
If the client adds work along the way, put it on the balance invoice as its own line, so they can see what changed since your quote.
In “Payment terms”, say when each part is due, such as “Deposit before work starts, balance on completion”. Agree it when the client accepts your quote, so the balance invoice holds no surprises.
Should the deposit only cover materials?
That’s up to you and your client. Many contractors ask for enough to buy the materials; whatever you agree, write it in the deposit line so the invoice matches the agreement.
What if the client pays the balance in parts?
Make a new invoice for what is still owed, with everything paid so far in “Amount already paid”, and keep the deposit invoice’s number in “Reference”.
How to do it
- Fill in your details. Open the free invoice page and press “Clear sample text”, so the example details don’t print. Then fill in “Your business name” and “Client name”. Type ZAR in “Currency”: the form starts with USD. “How to pay” is optional: add your bank details there. Tick “Remember my details on this device” and press “Save this client”, so both are ready next time on this device.
- Invoice the deposit before you start. Under “Line items”, add one row for the deposit: Description “50% deposit for materials, kitchen renovation”, Qty 1, Unit price 20,000.00. Open “Saved on this device” below the form and tick “Keep a list of the invoices I make here”. Then download the PDF.
- Invoice the rest when the job is done. Once the deposit is paid, press “Mark paid” on it in “Saved on this device”, then “Invoice the balance”: it fills in the client’s name, the amount already paid and the reference. Add the whole job’s lines and download.
- Quotes and receipts too? A free account gives you 50 credits every month, one per PDF, with quote and payment receipt templates. The invoice form is the same.
Good to know
- Materials bought with the deposit still go on the balance invoice: it lists the whole job, and the deposit comes off under “Amount already paid”.
- You send the PDF to your client yourself: by email, text, WhatsApp or printed.
- Nothing you type is stored on our servers. Details you choose to remember stay in this browser only.
- Free: up to 5 invoices an hour and 20 a day, per network.