This article covers deposits on invoices. Deposits on quotes are now available in the new quote builder (Beta): set a percentage or fixed deposit on each quote option, and the customer pays it to accept (Stripe required). For now, see Quotes: Web.

Desktop View

Mobile View

A deposit collects part of an invoice up front instead of waiting until the work is finished. You set it on the invoice itself as a dollar amount, charge it now, and the rest stays on the invoice to be collected when the job is completed.

Setting a Deposit on an Invoice

Deposits are set on an invoice you already have — you don't need to create a new one.

1. Go to Financials > Invoices

2. Click the invoice you want a deposit on

3. Change the invoice amount to the deposit you want to collect

4. Save the invoice

For a 50% deposit on an $1,800 job, enter $900. The remaining $900 is collected when the job is completed.

Calculating the Deposit

Deposits are entered as a dollar amount, so work out the figure yourself before you enter it.

Collecting the Deposit

1. Click Collect payment

2. Choose Charge

3. Confirm the amount — this is the deposit plus tax. In the example, $900 becomes $965.25

4. Charge the card on file, or take payment however the customer is paying

You'll see Card charged successfully once it goes through.

Invoice Paid, Job Partially Paid

This is the part worth understanding. Because you changed the invoice to the deposit amount, collecting it settles that invoice in full:

• The invoice shows as paid — the customer paid everything that invoice asked for

• The job shows as partially paid — it still carries the rest of the job total

So don't look at the invoice list to find outstanding deposits. The job is where the remaining balance lives, and it's collected when the job is completed.

Things Worth Knowing

• Tax is added on top of the deposit. A $900 deposit shows as $965.25 on the charge screen

• You can add a deposit to an invoice that's already out. Go back into it and update the amount at any time

• Percentages aren't automatic. Calculate the deposit and enter it as a dollar amount

When to Use a Deposit

• Big-ticket jobs where you want commitment before scheduling

• Custom or special-order work with material costs up front

• First-time customers with no payment history

Tips

• Enter the deposit as a dollar amount on the invoice — percentages are not automatic

• Tax is added on top at charge time (e.g. $900 can show as $965.25 when tax applies)

• After collect, the invoice can show paid while the job stays partially paid — check the job for the remainder

• For pay-to-accept on a quote (%/fixed per option), that is a different path from this invoice deposit

Congratulations! You know how to set a deposit on an invoice in Rotor.

Have additional questions? Our team is ready to help you succeed. Contact us through the chat or drop us an email at support@getrotor.com.

Related articles

• Quotes: Web — get the quote approved first

• Option Quoting — set a per-option deposit for pay-to-accept

• Financials: Invoices, Payments, and Payouts — see the partial payment in Financials

• Stripe Fees — fees still apply to the deposit