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How to create an invoice for time spent on a project when the customer has paid a deposit

This article explains how to create an invoice for time spent on a project that displays the value of a deposit paid upfront and subtracts that value from the invoice total.

1. Create an invoice that includes unbilled items

When you create the invoice at the end of the project, choose 'Include all timeslips on one line' from the 'Include Unbilled Items' drop-down menu. This will mean that the time you tracked on the project will appear on the invoice automatically as a single line item. Select 'Create New Invoice' at the bottom of the screen to complete the process of creating the invoice.

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2. Add the deposit as a separate line item

Select 'Add Invoice Item' on the draft invoice and then enter the deposit amount in the 'Unit Price' area as a negative figure (i.e. with a 'minus' symbol before the number). This means that the value of the deposit will be displayed on the invoice - along with any supporting information you provide in the 'Details' area - and subtracted from the invoice total.

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Select 'Create and Finish' to complete the process. Once you have done this, the invoice will display the following information:

  • The total amount you have invoiced your customer for the project
  • The amount that your customer has already paid 
  • The amount that your customer is due to pay

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Once you're happy with the contents of the invoice, follow the usual process to send it to your customer.

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