Free Deposit Invoice Generator
Bill an upfront deposit on its own numbered invoice, credit it back in full when you bill the balance, and download either one as a PDF.
Saved invoices
Saved automatically in your browser.
Your business name
INVOICE
INV-001
Billed to
Client name
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Item description | 1 | — | $0.00 |
- Subtotal
- $0.00
- Total
- $0.00
Two invoices, one job: the deposit and the balance
A deposit invoice is a real invoice for money that is genuinely due — it just goes out before the work starts. Keep it to a single line and let the description show where the figure came from: "Booking deposit — 40% of quoted price, walnut kitchen island (quote Q-2026-118)". Quantity 1, the deposit amount in the rate column, and the quote or job reference typed into that same description, because the form has no PO or job-number field. Set the due date before your planned start date, and use the notes to say what the deposit secures — a slot in the schedule, materials ordered — and whether it is refundable.
Give deposits a number you can find again. A marker inside your normal run works best — DEP-2026-031, or the job number with a -D suffix — so a deposit is unmistakable in your records without leaving a hole in the sequence. That number then does real work on the final invoice, which is where deposits usually go wrong. List the whole job at full value, then take the deposit off explicitly on a last line: "Less: deposit paid 18 June on invoice DEP-2026-031", quantity 1, and the amount typed into the rate column with a minus in front of it. The line subtracts, so every item above it still reads at the price you quoted while the amount due comes down to the balance.
The alternative is the discount field, set to Fixed for the deposit amount, with the explanation written into the notes. It totals correctly, but it spends the one discount you might need for an actual discount and it cannot name the original invoice, so the negative line is usually the better habit. Either route removes the deposit before tax is calculated, which is the treatment you want when the deposit invoice already charged tax — rules differ by country and by what you sell, so check with an accountant if you are unsure. What you should not do is quietly shave the deposit off a price: the client's accounts payable has to match your figures to a payment they already made.
How the balance invoice cancels out the deposit
The closing invoice for the same kitchen island, six weeks after the deposit went out. The build is a flat contract figure taken straight from the quote, the brass hardware the client upgraded to mid-build is counted per drawer, and delivery and installation is a flat local fee — everything at full value, exactly as quoted. Only the last line moves in the other direction: the deposit already paid, entered at the same amount with a minus in front, so what remains payable is the balance and nothing else has to be explained.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Walnut kitchen island, 8 ft, per quote Q-2026-118 — build and finish | 1 | $7,600.00 | $7,600.00 |
| Upgrade to soft-close solid brass hardware, client selection — per drawer | 6 | $65.00 | $390.00 |
| Delivery and on-site installation, Dallas — flat fee | 1 | $450.00 | $450.00 |
| Less: deposit paid 18 June on invoice DEP-2026-031 | 1 | -$3,040.00 | -$3,040.00 |
| Subtotal | $5,400.00 | ||
| Total due | $5,400.00 | ||
The credit is an ordinary line with a minus typed in front of the rate, so every line above it still shows the job at the price you quoted and only the amount due comes down to what is outstanding.
Getting the deposit and the balance to line up
One line, showing its working
A deposit invoice needs a single line that states the percentage and names the quote it came from, so the client can check the figure against a document they already agreed to.
A number you can find again
Mark deposits inside your normal sequence with a DEP- prefix or a -D suffix, never a separate numbering run that leaves gaps in your records.
Say what the deposit buys
The notes carry what it secures, when work starts, whether it is refundable, and the promise that it will be credited in full on the final invoice.
Credit it back in plain sight
On the balance invoice, price everything at full value and subtract the deposit on its own negative line naming the earlier invoice — never by discounting individual prices.
Mind the tax base
A negative line and the fixed discount both reduce the amount tax is charged on, which is right when the deposit invoice already carried tax; treatments vary, so confirm yours with an accountant.
How to create an invoice online
- 1
Fill in the details
Add your business info, your client, line items, tax, and an optional logo or discount.
- 2
Watch the live preview
The invoice updates as you type, so you always see exactly what your client will receive.
- 3
Download the PDF
One click generates a clean, professional PDF invoice — free and without a watermark.
A simple invoice maker for freelancers and small businesses
Everything you need to bill a client properly — and nothing you don't. Create an invoice, check the live preview, download the PDF, get paid.
Instant PDF download
Generate a polished A4 invoice PDF in one click — no waiting, no email required.
No sign-up, no watermark
Completely free to use. Your invoice is yours, with no branding stamped on it.
Private by design
Everything happens in your browser. Your invoice data never touches a server.
Logo, tax & discounts
Add your logo, any tax label and rate (VAT, GST, sales tax), and percentage or fixed discounts.
Saves as you type
Your draft is stored locally in your browser, so an accidental tab close loses nothing.
20 currencies
Invoice in USD, EUR, GBP, INR, JPY and more, with correct rounding for each currency.
Frequently asked questions
How do I credit the deposit on the final invoice?
Add a last line — "Less: deposit paid on invoice DEP-2026-031" — with quantity 1 and the deposit amount typed into the rate column with a leading minus, which subtracts it from the subtotal. The alternative is setting the discount to Fixed for the deposit amount, but the negative line is clearer because it names the invoice the client already paid.
Should the deposit invoice charge tax?
In many systems tax falls due when a deposit is received, so the deposit invoice carries tax and the final invoice credits the deposit before tax is recalculated — which is exactly what a negative line or a fixed discount does here. Other arrangements treat a deposit as a payment on account instead. Rules vary, so confirm the treatment with an accountant and stay consistent across the pair.
What number should a deposit invoice have?
Keep it inside your normal sequence with a visible marker, such as a DEP- prefix or a -D suffix on the job number, so your numbering has no gaps and the deposit is still easy to spot. Quote that number in the description of the credit line on the balance invoice.
Is a deposit invoice the same as a proforma?
No — a proforma is a preview of a bill and creates nothing payable, while a deposit invoice asks for a specific amount by a specific date and belongs in your books. If the client only needs figures to raise a purchase order, a proforma is the better document.