Deposit Workflow
Availability: Deposit Workflow is an active, installable add-on. It requires Quotes. Use it to see upfront payments tied to accepted quotes and the remaining balance on each deposit invoice.
The Deposits page lists quote-linked deposit invoices, including those awaiting payment, partially paid, paid, or voided. It does not treat an ordinary partially paid invoice as a deposit. Each card shows the customer, invoice total, amount collected, remaining balance, and payment progress; select View Invoice for the underlying invoice. A paid or voided invoice has no remaining collectible balance on this page.
Set up deposits for new quotes
- Open Deposits → Deposit setup. Changing settings requires Deposit Workflow write permission.
- Enter the Default deposit (%) (0–100). A value of 0 creates no automatic deposit invoice.
- Set the amount above which a deposit is required, if applicable. Check the quote's deposit terms before sending it to a customer.
- Choose the due-on option and select Save Changes.
Important: Although the setup screen offers job start as a due-on option, the current quote-acceptance flow creates the deposit invoice when the quote is accepted. Do not promise a customer that selecting job start postpones invoice creation. Review the accepted quote and its invoice to confirm the amount and payment instructions. Settings changed later do not retroactively change an already accepted quote's terms.
Review and record payments
- Open Deposits to review the Total deposits collected summary. Amounts in different currencies are shown separately.
- Use All or Over 50% paid to filter the list. The latter includes invoices whose collected share is greater than 50%.
- For a sent invoice with a remaining balance, Record Payment opens the invoice's payment flow if your role can write both Payments and Invoices. Review the amount and method there before recording it. View Invoice remains available to readers.
- A new deposit may appear before any payment is collected. The page does not charge a saved card simply because an invoice appears here.
If something looks wrong
- No deposit invoice after quote acceptance: Confirm the quote was accepted, Deposit Workflow and Quotes are available in your workspace, and the quote's deposit amount is greater than zero. Review the accepted quote and invoice rather than assuming a payment was collected.
- An ordinary partial payment is missing: Only quote-linked deposit invoices appear here; use Invoices or Payments for other transactions.
- Cannot record a payment or save setup: Ask an account administrator to check the relevant write permissions. If the page shows a load error, select Retry before assuming the list is empty.