Once a deposit invoice is created, you can't edit or delete it. That can feel like a dead end when a customer pays a different amount. You can still collect what's owed and close the job, without changing the invoice.
Why this happens
Commusoft creates the deposit invoice when your customer accepts a proposal or estimate that includes a deposit. It uses the deposit amount and the tax on each line at that moment. After that it's locked, and the Final invoice deducts it exactly as it was created.
When you raise the Final invoice, Commusoft deducts the full invoiced amount of the deposit, not what the customer paid. Any unpaid balance stays on the deposit invoice. That's why the amount left to invoice doesn't change when a customer pays less than the deposit.
Important: Raise the Final invoice on web. At the moment, a Final invoice raised in the mobile app doesn't deduct the deposit on jobs created from a proposal.
Note: Some deposit invoices with more than one tax rate still show an Edit option. Don't use it to change lines or tax, because changing a deposit after it's created can stop the Final invoice from saving.
How to fix it
If your customer paid less than the deposit, record the balance against the deposit invoice and invoice the rest of the job as usual. The deposit invoice stays exactly as it is.
Ask your customer to pay the balance still due on the deposit invoice. Ideally that's before work starts. If the work is already done, they can pay it when they pay the Final invoice. A customer statement shows what's outstanding.
When they pay the balance, open the job's Invoices tab and click View next to the deposit invoice.
Under Payment and allocation history, click Add new payment. Enter the balance as the amount, choose the payment method, then click Add payment.
Raise the Final invoice on web as usual. It deducts the full deposit and shows the rest of the job value.
When your customer pays the Final invoice, go back to the Invoices tab, click View next to the Final invoice, and add that payment the same way.
Tip: If the balance and the Final invoice payment arrive together, record the balance on the deposit invoice first, then the rest on the Final invoice. That way each payment sits against the invoice it pays, in the order the invoices were issued.
Important: Don't raise an Additional invoice for the difference. Additional invoices are charged on top of the Final invoice, so the balance would be invoiced twice.
If the issue persists
If the Final invoice won't save because the tax shows as a negative amount, contact our Support team through Ai:den in the in-app chat. The same goes if your customer cancelled, paid more than the deposit, or the deposit shows the wrong details. Please don't work around it with extra invoices or credit notes, as this can leave Commusoft out of step with your accounting package.
Common questions
How can I avoid this next time?
How can I avoid this next time?
You can avoid most deposit problems by checking the proposal before you send it. Check the deposit amount and the tax on each line, because the deposit invoice is created from them. The Final invoice then deducts the deposit using the tax it was created with. If later invoices put the same items on a different tax rate, the Final invoice can show a negative tax amount and won't save. If a rate has changed since the deposit was created, contact our Support team before you raise the Final invoice.
What if I want the full amount up front?
What if I want the full amount up front?
Set the deposit to 100%. Commusoft then creates a Pre-final invoice instead of a deposit invoice. It becomes the Final invoice when the job is complete. Read the article Understanding invoicing for more on invoice types.