KitebillDeposit and balance calculator
Agreeing a booking deposit? Enter the project total and either a percentage or a fixed deposit. You get the deposit to invoice now, the balance left for later, both due dates, and notes lines you can paste onto the deposit invoice and the final balance invoice.
How the numbers work
- Percentage deposit: deposit = total × percent ÷ 100, rounded to 2 decimals. Balance = total − deposit (so the two always add back to the total).
- Fixed deposit: you enter the amount; the tool shows what percentage of the total that is. The deposit cannot be more than the total.
- Deposit due date: on receipt (same day as the deposit invoice), the same calendar date, or Net N days after it.
- Balance due date: on the delivery / completion date, Net N days after that date, or a fixed date you choose.
Example on this page: 2,000 at 50% → deposit 1,000, balance 1,000. The same total with a fixed 600 deposit → deposit 600 (30%), balance 1,400.
What to put on each invoice
- Deposit invoice: one line such as "50% booking deposit — Autumn brand shoot", amount = the deposit. In Notes, say that the deposit applies to the final invoice, when the balance is due, and point at any kill / refund clause in your contract.
- Balance invoice: two lines — the full project total, then a credit "Less deposit INV-00xx" for the amount already paid. Net = the balance. Attach or reference the paid deposit invoice; accounts teams often want both PDFs.
- Say who pays transfer fees if the client is abroad, and put your Payoneer, Wise or bank details on both PDFs. Kitebill does not collect card payments.
For wording examples and common mistakes, see the deposit invoice guide. Need the PDF right now? Open the free invoice generator, put the deposit as a single line and paste the notes from this page.
Before you ask for a deposit
- Agree it in writing first. A surprise deposit request after kickoff starts arguments. Put the percent or amount, when it is due, and the refund / kill rules in the quote or contract.
- Only invoice what your contract allows. Some clients (especially larger companies) cannot pay deposits; they may need a PO for the full amount instead.
- Tax is separate. Whether VAT or sales tax applies to a deposit depends on your registration and the country. Check, then use the invoice tax calculator if you already know the rate. This page is not tax or legal advice.
- Track both invoices. Mark the deposit Paid when the money arrives, and send the balance when the work is done. The free Kitebill app keeps both in your browser (3 clients and 10 invoices free; Pro is US$29 once) and flags the balance as overdue if it slips.