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Add a deposit to an invoice

Deposits let you collect money upfront and apply it against a future invoice. Service Buddy tracks deposits separately from payments so you always know what’s owed and what’s been prepaid.

When to add a deposit

Section titled “When to add a deposit”
  • A client prepaid before work started.
  • A deposit was collected at quote approval but wasn’t automatically carried over.
  • You want to log a retainer that applies to future invoices.

Add a deposit directly to an invoice

Section titled “Add a deposit directly to an invoice”

  1. Open the invoice from the Invoices list (click the pencil icon in the Actions column).

  2. Scroll to the Deposit section and click + Add Deposit.

  3. The Add Invoice Deposit dialog opens with two options:

    To collect online (via BuddyPay):

    • Click the Card button.
    • Enter the Amount ($).
    • Click Collect — the client receives a secure payment link.

    To record a manual (offline) deposit:

    • Click Collect Offline.
    • Select a Payment Method: Card, Cash, Check, Money order, Bank transfer, or Other.
    • Enter the Amount ($).
    • Enter the Transaction date.
    • Optionally add Details (e.g. a reference or note).
    • Click Add.

  4. Click Save to save the invoice.

Add Invoice Deposit dialog showing Card button, Amount field, and Collect Offline link

What happens next

Section titled “What happens next”
  • The deposit amount is subtracted from the invoice total.
  • The Remaining Amount owed updates instantly.
  • If the deposit covers the full invoice, the invoice is marked Paid automatically.
  • The deposit appears on the PDF and client-facing invoice so there’s no confusion about what’s owed.

FAQ

Section titled “FAQ”
What’s the difference between a deposit and a payment?

Both reduce the Remaining Amount owed on an invoice, but they serve different purposes. A deposit is money taken upfront — before the work is finished, before the full invoice is generated, or as part of a quote approval. A payment is the client paying down the invoice itself, usually after the work is done. Service Buddy tracks them separately so you can always see what was prepaid versus paid against the final bill.

Can I add a deposit before the invoice is finalized?

Yes — open a draft invoice, scroll to the Deposit section, and add the deposit there. The deposit applies as soon as it’s recorded, even while the invoice is still being edited.

What if I already collected the deposit at quote approval?

Then there’s nothing to do here. Quote-approval deposits flow through automatically when you convert the quote to a job and invoice from the job. You only need to add a deposit manually for ad hoc situations — a retainer, an in-person check, a deposit that wasn’t tied to a quote.

Can I add multiple deposits to one invoice?

Yes. Repeat the Add Deposit flow for each one. Each deposit is recorded separately with its own date and method, and the Remaining Amount updates each time.

Can I refund a deposit that’s been applied to an invoice?

Yes — open the invoice, click More Actions → Refund, and choose the deposit you want to refund. Same 120-day rule as any BuddyPay refund. See Issue a refund.

Where do I see all the deposits a client has paid?

On the invoice itself, deposits are listed in the Deposit section with their amounts and dates. For a wider view across all of a client’s invoices, check the Payments view in the dashboard or run a payment report.

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