Take an advance payment on a quote
Record a deposit in the quote's «Advance payments» card, or let the client pay it in the portal; it moves to the invoice when you convert.
People with the «Sales» permission in edit mode. With view mode you can open and download quotes, but not change them.
The card for these payments is only shown to people with access to «Treasury», and recording one needs at least one treasury account.
Many rental jobs start with a deposit: the client pays part of the price to hold the date, and the rest is invoiced later. On a quote, that money is an . It belongs to the quote, not to one of its , and moves to the invoice when you convert the quote.
Landmark Venues has transferred part of the wedding's price. Let's record it on the quote.
Record a payment the client made
- Open the quote On the quote page, go to the «Advance payments» card.
- Click «Add payment» The «Register payment» window opens.
- Enter the amount Type it in «Amount», or click «Pay full balance» to fill in what's left.
- Fill in the details Choose the «Date», the «Account» where the money arrived and the «Payment method». «Description» is optional.
- Save Click «Save».
The payment is recorded in Treasury and shows in the «Advance payments» card, which adds up «Total», «Total advances» and what's still pending. It stays on the quote even if you add or activate another .
If the payment is already recorded in Treasury, choose «Link existing payment» in the same window instead, and pick it from the client's payments.
What happens next
- When you convert the quote to an invoice, its advance payments move to the invoice and are assigned to it. See Convert a quote to an invoice or proforma.
- An advance payment doesn't create an invoice on its own.
- If you convert several quotes into one invoice, only one quote's advance payments move to it. See Convert a quote to an invoice or proforma.
- Deleting the quote doesn't delete its payments in Treasury.
Proformas copy the payments
A proforma made from the quote copies its advance payments without using them up. If you make more than one proforma from the same quote, the same payment can show in all of them until an invoice takes it. Invoice from only one of them.
Other ways to take an advance
Assign the order's payments when you create the quote
If the order already has payments that aren't on any document, tick them in «Assign payments» in the «Create quote» window. They become the quote's advance payments.
From the list
In «Sales» → «Quotes», the payment indicator in the status column opens the same window.
Let the client pay in the portal
With «Online payments» on in your and your online collections working, the client sees «Pay in advance» on the quote and pays on a Stripe checkout page.
- They pay the total of the active version, in its currency. Part payments aren't offered.
- It's offered on a «Pending» quote that hasn't expired, or on a «Confirmed» one. Not on a cancelled or quote, one that already has a payment, or one with a total of zero.
- Paying confirms the quote, with the same effects as signing it.
- The client gets an email confirming the payment, and it shows in the «Advance payments» card.
If you see an error
| Message | What to do |
|---|---|
| Amount must be greater than zero | Enter the amount the client paid. |
| Treasury account is required | Choose the «Account» where the money arrived. |
| No treasury accounts configured | Create a treasury account first, then record the payment. |
Frequently asked questions
No. It belongs to the whole quote, so it stays when you add or activate versions.
No. In the portal they can only pay the total of the active version. Record a part payment yourself in the «Advance payments» card.