When a client pays a down payment, you need to issue a down payment invoice in Accountable. Which documents you need depends on your situation: you may need a down payment invoice plus a final invoice, a quote converted into an invoice, or a single invoice that includes the down payment amount.
This article covers the three most common scenarios for managing down payments in Accountable.
1. Creating a down payment invoice and a final invoice
Example: You need to replace a part on your customer's boiler, and you agree with your customer on a down payment of 30% of the total value of the service or goods supplied.
The total is €1,000, so you need to issue 2 invoices:
A down payment invoice for €300.
A final invoice for €700.
→ If your customer has already paid a down payment, you need to create a down payment invoice and a final invoice.
A. Down payment invoice:
💡 Don't forget to add in the notes & comments that this is a down payment invoice.
B. Final invoice:
💡 Don't forget to add in the notes & comments that this is the final invoice.
🚨 You don't need to check "Down payment" + indicate the amount of the down payment when creating the final invoice, as the down payment would then be counted twice in your income.
2. Down payment via quote and invoice
Example: You need to replace a part on your customer's boiler, and you agree with your customer on a down payment of 30% of the total value of the service. You decide to create a quote first, with payment of the down payment serving as acceptance of the quote.
A. Quote creation:
💡 Here, the amount of the deposit should be indicated in the notes and comments. Be sure to mention your bank account number and the payment deadline.
B. Convert the quote into an invoice
Once your customer has paid the down payment, you can convert the quote into an invoice.
Select the quote and click on "Make it an invoice".
Check "Deposit" on the right side of the screen:
Finally, add the down payment amount to the invoice:
⇒ Here are the steps in video:
🚨 If you use the quote, you will have to tick down payment and indicate the amount of the down payment.
3. Creating a single invoice with the down payment amount included
Scenario: Your client has paid a deposit, but you have not issued a deposit invoice or a quote.
Example:A client contacts you for photography services for their wedding, and you request a deposit without drawing up a quote or a deposit invoice.
Creating an invoice with a down payment:
Create a new invoice
Check Down payment
Enter the amount of the down payment already paid
🚨 This method only works if your customer has paid you a down payment, for which you have neither drawn up a quotation nor a down payment invoice. The amount due will thus correspond to the total amount minus the down payment paid.
Key takeaways
When a client pays a down payment, you must issue a down payment invoice in Accountable.
If you have a down payment and a remaining balance, create a down payment invoice for the deposit and a final invoice for the balance.
If you started with a quote, convert it into an invoice, check "Deposit", and add the down payment amount.
If no prior quote or deposit invoice was issued, create a single invoice and include the down payment amount directly.
Need help? Chat with us or email support@accountable.eu, we're happy to help.