Deposits allow you to collect partial payment from a Customer before a job is completed. Workshop Software Deposits will sync to integrated accounting packages.
Add a Deposit to an Invoice or Quote
You may add a Deposit to any Invoice or Quote, the Deposit will then reduce the Balance Due and be applied as a First Payment when the final Invoice is Processed.
Deposits placed on Quotes will remain if the Quote is converted back to an Invoice, or be retained and applied to the eventual Job if a Booking is created from the Quote.
- Open the Invoice (open job) in the Transaction Centre.
- Click the + icon on the Deposit section of the Invoice, the bottom right corner below Balance Due in the Products list.
- In the drop down menu select Add Deposit.
- Enter the Deposit details:
- Post Date - Post Date defaults to the same as the day the Deposit is taken, but this may also be backdated to an earlier date.
- Payment Method – how the Customer paid (card, cash, EFT, etc.).
- Amount – the Deposit amount.
- Reference Number (optional).
- Click the Take Deposit button.
- The Deposit reduces the Total Balance Due on the Invoice.
- When you Process the invoice, the Deposit is included as part of the payment.
Refund or Edit a Deposit
Deposits may be removed from an Invoice or Quote when you would like to refund the Deposit to a Customer, or if you need to edit a Deposit you must delete the original transaction and create a new Deposit.
- Open the Invoice (open job) in the Transaction Centre.
- Click the Bin icon next to the Deposit your are refunding or deleting in the Deposit section of the Invoice, the bottom right corner below Balance Due in the Products list.
- In the pop up screen review the Deposit's details then click Refund Deposit to delete the Deposit.
- A green notification will appear confirming the Deposit has been refunded.
- If you removed the Deposit for an edit then add your new Deposit.
Good to Know
When you take a Deposit it will sync to your accounting package;
- in Xero it will be as a Prepayment assigned to a nominated Current Liability account, this will be applied to the final invoice.
- If Deposit is Refunded when Xero is Integrated you must remove the transaction from Xero, the Xero API does not allow Workshop Software to remove Deposits for you.
- To view a list of Refunded Deposits navigate to Analytics > Business Reports > Log Reports and run the Xero Deposit Cleanup Report
- MYOB will create a Service Invoice with a Customer Credit and a Payment against that credit, the Credit will then be applied to the final Invoice when processed.
- In Quickbooks the Deposit will be an unapplied payment to a nominated Customer Payment account, applied to the final Invoice when processed.
FAQ
Can I take multiple Deposits on the same job?
Yes. Repeat the process for each Deposit.
Related Articles
- How to Take, Refund and Delete a Customer Deposit
- Customer Workflow: From Booking to Invoice to Payment
- Setting Up Accounting Integrations in Workshop Software
