Deposits

Deposits are advance payments collected against a specific proposal or invoice. They help secure client commitment and ensure funds are available before purchasing materials or starting work.

💡 Tip: Deposits are often used per proposal, while retainers are general funds held for the project.

Creating a Deposit Request

Deposits can be added directly to a proposal or invoice.

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Add to a Proposal

  • Open a Proposal.

  • Click Edit Proposal or open the Terms / Deposit section.

  • Enter a Deposit Percentage or Fixed Amount (e.g., 50%).

  • Click Save.

When the proposal is approved, Blueprint Studio automatically creates a deposit invoice for the required amount.

2

Add to an Invoice

  • Open an Invoice.

  • Click Add Deposit.

  • Enter the deposit percentage or dollar amount.

  • Click Save.

The deposit amount will appear on the invoice as a separate line item or total due.

💡 Tip: Deposits are perfect when you need to collect partial payment before ordering or fabrication begins.

Collecting Deposits via Online Payments

Blueprint Studio supports online payments for deposits as well as invoices.

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When a client receives a proposal or deposit invoice:

  • They click Pay Now in the email or document.

  • A secure payment window opens for credit card or ACH payment.

  • Once payment is received, the deposit is automatically recorded in the project ledger.

💡 Tip: Using online payments for deposits speeds up project kickoff and eliminates the need for manual tracking.

Recording Manual Deposit Payments

If a client pays by check or bank transfer:

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  • Open the Deposit Invoice.

  • Click Record Payment.

  • Enter the payment method, date, and amount.

  • Click Save.

The payment will be applied to the deposit and reflected in the invoice balance.

Applying Deposits to Invoices

When the final invoice is generated, Blueprint Studio automatically links any deposit payments from the proposal.

  • The deposit is shown as a credit on the final invoice.

  • The invoice balance is reduced by the deposit amount.

  • The deposit is marked as Applied in the ledger.

💡 Tip: You can manually adjust or reassign deposits if a project scope changes.

Tracking Deposits

To view all deposit activity:

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  • Navigate to Projects → Financials → Deposits.

  • Review columns for:

    • Deposit Amount

    • Date Collected

    • Applied To

    • Remaining Balance

You can also see deposits in the Project Ledger for a full financial history.

Refunding Deposits

If a client cancels before work begins, you can issue a refund.

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  • Open the Deposit Record.

  • Click Refund Deposit.

  • Enter the refund amount, payment method, and date.

  • Click Save.

⚠️ Note: Refunds should only be processed for unused deposits that have not been applied to invoices.

Reporting on Deposits

Deposits are included in financial and accounting reports under the Liability category until applied. You can view deposit totals per project or client from Reports → Deposit Summary.

💡 Tip: Deposits are considered client funds held in trust until the related work is invoiced.

Best Practices

  • Include clear deposit terms on every proposal or invoice.

  • Use online payments for faster processing.

  • Always record deposit receipts promptly for accurate reporting.

  • Apply deposits as soon as the related invoice is finalized.

Next Steps

After learning about deposits, the next step is understanding how to manage Credits & Refunds when clients receive adjustments or reimbursements.

Next → Credits & Refunds

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