Deposits

This section provides a comprehensive overview of how to include and set up deposits in your quotes, ensuring clear communication of initial payment expectations to your customers. By specifying deposit amounts upfront on the quotes, you can make the payment process smoother, enhance transparency, and secure commitments more effectively. Follow our step-by-step instructions to learn how to include deposits in your quotes effortlessly. 

• Enable Deposits
• Adding deposits on quotes
  • Things you need to know: 

Enable Deposits

Deposits can be enabled by navigating to Setup → Quotes → Settings. Toggle the Enable 'Deposits' option and select a product where deposits can be generated. Once done, click on the Save button at the top-right corner of the page. 

You'll need to select a product to generate a 'deposit' invoice for the total deposit amount for the client to pay. It's best to go with a non-inventory product for this.

It is recommended you create a specific product for this purpose, as you will not be able to add this product to a quote / job. You will not be able to add a product that is already in use on a quote or job. To create a new product, go to Operations → Products. 

Adding deposits on quotes

To incorporate deposits in your quotes, follow the steps related to Creating a Quote. Once you are ready to send the quote, go to the Preview & send page. 

Toggle the Deposit required option. In the amount section, choose if you want to require a fixed amount or a percentage and then specify the amount/percentage you require as the deposit. 

The deposit will show on the email: 

The deposit invoice will be sent as soon as the customer approves the quote. This is what the customer would see when approving the quote: 

Add the approver's name and signature and then click on the 'Approve' button.

Things you need to know: 

• The deposit invoice will be sent to the customer once the quote is approved. You can also use the Invoice type filter option to filter regular and deposit invoices. 

• The invoice needs to be paid or marked as paid before the quote will be converted to a job. 

• When scheduling a job, you will also see two attachments in the Summary field which will show both the PDF file for the deposit invoice and the Quote. 

• While invoicing the job that was created from a quote with the deposit, you can opt to apply the deposit and offset it which dictates the remaining amount of the final invoice. 

• You can also split the invoice if the pool has multiple linked contacts. Go to the Add recipient drop-down and select the other contact you want to add to the invoice. You can check out the Splitting an Invoice guide for the full steps on splitting invoices between linked contacts.