What to put on a deposit invoice
- Project reference (matches the quote or contract)
- Full project total, for context
- The deposit line: 'Deposit — 50% of project total'
- Balance terms: 'Balance invoiced on delivery, Net 14'
- Same payment details as your final invoices
Deposit vs proforma
A proforma is a quote in invoice format — the buyer's finance can pay against it, but it is not an accounting document. A deposit invoice is a real invoice for the money due now. Many freelancers send a proforma first, then a deposit invoice once the client confirms.
How much to ask for
30–50% is standard for project work; new clients and long timelines justify the top of that range. For monthly retainers, bill the month in advance instead of taking a deposit.
Frequently Asked Questions
Is a deposit refundable?
Only if you say so. State the refund terms on the deposit invoice itself — most businesses make deposits non-refundable once work has started.
How do I invoice the balance?
Issue a final invoice for the remaining amount referencing the same project, and note the deposit already paid as its own line so the two documents reconcile.
Do deposits need tax charged?
In most systems, yes — a deposit is payment for future supply and tax is due on it like any invoice. Confirm with your local tax authority.