In this article:
Deposit Settings in SingleOps
Setup > Account Settings > search "deposits" in search bar
⚠️ Don't see these settings? Contact Support@SingleOps.com to enable the Deposits feature in your settings.
Setting | Description |
Jobs requiring deposits should be on-hold by default | Jobs that require a deposit will not be available for scheduling until deposit is made. Learn more in the On Hold Jobs article. You can manually take a job 'off hold' if needed, prior to the Deposit being made. |
Default Deposit % | If you require a standard deposit % on all jobs, enter it in this setting. This will have all jobs defaulted to deposits enabled with the % entered. If no default deposit is desired, leave this field blank. |
⚠️ Deposits do not work with Proposal Groups.
Set-Up (Only if using QuickBooks)
Step 1 - In Quickbooks:
Create a new account in your Chart of Accounts (e.g. Customer Deposits). This must be an Account Type of "Other Current Liabilities".
Create a new service in your Products and Services section and associate with the Other Current Liabilities (Customer Deposits) that you just created.
💡You can name this whatever you'd like, and it will sync as an Item to SingleOps.
Step 2 - In SingleOps:
Once QuickBooks setup is complete and the deposit setting is enabled:
From the SingleOps home page, navigate to
Setup > Account Settings
On the blue side menu, click QuickBooks
In the section: General Ledger Settings find Deposit Item (this section will only be visible after a SingleOps Support Team Member enables the tool)
Click the drop down box and from the list of Items, choose the Other Current Liabilities (Customer Deposits) service that you just created.
Click Update Settings when finished. Now you are ready to start taking Deposits in SingleOps.
Setup (Only if using Quickbooks) Video
*Note: Some of the content in this video may reflect a previous version of SingleOps and QuickBooks. For a more accurate guide, please refer to the steps listed above.
How Deposits Sync to QuickBooks
When a Deposit is paid, a Sales Receipt is created in Quickbooks.
When a Deposit is applied to an invoice:
The invoice will sync to Quickbooks
A credit memo will be created in QuickBooks to connect the amount deducted from the Sales Receipt to the payment on the invoice.
How to Use Deposits Video
*Note: Some of the content in this video may reflect a previous version of SingleOps. For a more accurate guide, please refer to the steps listed above.
Enable Deposits on Jobs (If using QB or not)
From the Edit Job page, scroll to the bottom to find the Additional Options section.
Next to Deposits, select Enable
⚠️ Don't see this? Contact Support@SingleOps.com to enable the Deposits feature in your settings.
Additional options will drop down under the Deposits section:
Deposit Type:
Percentage
Flat (dollar) Amount
Deposit Amount: Type a number into this area depending on what you selected for Deposit Type.
10 = 10% (Percentage)
10 = $10.00 (Flat Amount)
Accept Deposits on Jobs (If using QB or not)
Client View
Required Deposit is now displayed.
⚠️ You may need adjust the totals section of your document templates to include deposit info.
Once the proposal is accepted, the client will be taken to the Pay Deposit by Credit Card screen.
Notes:
A client can pay MORE than the required deposit here but not less. A client does not have to pay the deposit, and can exit out of the credit card window. The job will however, be placed 'On Hold' automatically.
A client can only make a Deposit one time, and then any subsequent payments would be treated as regular payments.
Internal View
Click the blue Deposit button on a job
Click Process Deposit
Add payment details
When finished, click Submit Deposit
Reset Deposits on Jobs
If a Deposit was submitted and needs to be refunded for any reason, you can Refund the Deposit (either at the job level, or the invoice level) and the Deposit will automatically reset for you to be able to re-enter a new one, later.
If you do not want to Refund the Deposit back to your customer, but simply need to Delete the Deposit payment (perhaps it was paid against the wrong job, or you want to apply that money elsewhere) - follow these steps -
Set the invoice to Never Sync.
Delete the payment record from your Quickbooks if you have QB connected.
Click the red Delete button, and that will delete the Deposit instead of refunding it back to your customer.
Allow the invoice to sync.
⚠️ If you are unable to re-process a Deposit, or manually re-add one back in, please reach out to Support@SingleOps.com and we will assist.
If a deposit was submitted incorrectly, you can reset a deposit.
Open the deposit and delete it,
Then add the new deposit.
⚠️ If you have any issues when attempting to do this, please reach out to Support@SingleOps.com.
Apply Deposits to Invoices (if using QB or not)
Deposits will be applied to invoices as payments. This can happen at different times pending the invoice type.
Invoice Type | Detail |
Recurring Per Visit or One Off Jobs | Deposit applied on completion OR manually applied prior to completion. See detail below. |
Recurring Fixed or Progress Billing Invoice | Deposit applied on invoice creation. |
Apply Deposit Manually (Recurring Per Visit or One Off Jobs)
Click the blue Payments button in the top right of the Job or Visit page
Select Apply Deposit
Enter amount to apply to the invoice
Notes:You cannot accept a deposit less than the amount shown on the job.
Deposits can not be applied to other Jobs, or used as credits, even if it is for the same client.
Apply Deposits on Completion (Recurring Per Visit or One Off Jobs)
When marking a job or visit completed, the invoice total for that job or visit will be defaulted to apply.
⚠️ Only Operators and Admins can deselect the 'Apply Deposit' option.
After selecting Complete, the payment is applied and deducted from the total deposit amount.
⚠️ Make sure that Deposits are applied PRIOR to roll-ups being created.