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.

1

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.

1

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:

1

• 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:

1

• 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.

1

• 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