Create a deposit invoice based on a quote

Use these instructions to create an invoice requesting payment for a:

• deposit before you start work on a  job A job is the overall project that you or your organisation works on for a client. , or
• progress payment as the job proceeds.

When based on a quote, the deposit invoice can be for either a percentage of the originally quoted amount or for a lump sum.

Before you begin

Before you can create a deposit invoice for a job based on a  quote A quote contains details of the costs that your client should expect to incur if they proceed with the job. There may be some variation between the quoted costs and actual costs, but your client should have some confidence that this variation will be small. In WorkflowMax there is no difference between an estimate and a quote, apart from the name. In practice, the client may expect that quoted costs will be more accurate than estimated costs, if the job goes ahead. See also Master quote. , the quote must have been accepted and turned into a job. For further details see Accept a quote or estimate.

Creating a deposit invoice

To create a deposit invoice for a percentage of the quote or for a lump sum:

1. Create the basic invoice:
1. In the Jobs menu, select Jobs.
2. Drill down on the job number of the job that you wish to produce the invoice for.
3. On the Job Overview screen, select Job Actions > + New Progress Invoice. The New Invoice screen is displayed.
4. The Include All Phases in Invoice checkbox is displayed only if there are phases currently set up on the job. Phases are ignored for deposit invoices, so you can ignore this checkbox.
5. In the Invoice Type field, select the option button to the left of:
   • % of the quoted value – <amount>, and type the percentage amount of the original quote that you wish to invoice for. For example, type 50 to invoice for 50% (half) of the quoted amount shown.
   • progress amount / deposit, and type the lump sum amount that you wish to invoice for (excluding any tax).
6. Type the description you wish to appear on the invoice.

   For convenience, you can create default descriptions for both types of progress invoice. For details, see Create a default progress invoice description.

7. Select the Date to appear on the invoice.
8. Save your changes.
2. On the New Invoice - Draft screen, provide the following information, as required.

   Field	Description
   Date	Invoice date. Can be changed to Yesterday, Today (default), Tomorrow, End of last month, End of this month or you can pick another date from the drop-down calendar.
   Due Date	The date the invoice is to be paid by. Can be changed to Today, 20th of next month, End of next month or you can pick another date from the drop-down calendar. If the client has been allocated a Client Type, the Due date is calculated from the Payment Terms set there. If no Client Type is allocated, the Due date is calculated from the Payment Terms set in Organisation Settings > Invoice settings.
   Contact	The client contact person for this invoice. Select the required person or click into the field and Add a new contact.
   Invoice Description	The invoice description is carried through from the New Invoice screen. Update the description if required.
   Pricing Mode	The pricing method to use for prices in the invoice. Prices are calculated depending on the Invoice Type (% of the quoted value or lump sum/deposit) you selected earlier. Select Calculated price if you want to use the deposit amount shown. Select Fixed price if you want to specify the price directly for the deposit amount. For further details about how Pricing Mode works, see Fixed price quoting and invoicing.
   Invoice checkbox	The Invoice checkbox (at right, in the group header row) indicates which billable items to include in the invoice for each phase or group of tasks/costs. The checkbox has two display options: Select to include all items in this group in the invoice Deselect to include no items in this group in the invoice There are currently some items in this group to include in the invoice There are currently no items in this group. Each individual task and cost also has its own invoice checkbox (at right, in the Invoice column). This lets you quickly select (or deselect) a task or cost to include in the invoice. For a deposit invoice. make sure that the Invoice checkbox is selected.
   Tax rate	The tax type and rate to apply to each billable amount in the invoice. If you have more than one rate set up, select the required rate. Tax names and rates are set in Organisation Settings > Financial settings.

3. Check that the information shown is correct, then do one of the following.

   Button	Description
   Save Draft	Saves the current invoice information and remains on the New Invoice - Draft screen.
   Save & Approve	Allocates an invoice number and changes the invoice status to Awaiting Payment. Once an invoice has been approved, its financial details cannot be changed.
   Options > Delete Invoice	Deletes the current draft invoice. You might use this option if you found errors and wanted to start again. There are significant differences between cancelling and deleting an invoice in .
   Options > Print Invoice	Same result as Approve, but also displays the Print Invoice screen. Once an invoice has been approved, its financial details cannot be changed.
   Options > Cancel Invoice	Option available for approved invoices only. Cancelling an approved invoice removes the invoice from and voids the invoice in Xero, if you are using the Xero integration. Cancelling an invoice also leaves details of the invoice in the Financials tab of the job.
   Options > Reset tax rates	This option lets you update all items to a valid tax rate in bulk instead of one by one. For further details, see Reset tax rates.

More to explore...

• Cancel or delete an invoice - For further details about the differences cancelling and deleting an invoice.