Deposit invoice for a deposit

VAT on a deposit is due when the money comes in, not when you send the final invoice. A deposit invoice gives the deposit its own VAT invoice, so your VAT return matches the moment you were paid. The final invoice then deducts it.

Set it up under SettingsInvoice templateDeposit invoice.

Existing accounts

If you used meetpiloot before the deposit invoice arrived, it is on for you: when the deposit comes in, and emailed to your customer automatically. Whoever may change the invoice template gets a window in What's new the next time they log in, and chooses what you want to use there: automatically on receipt, with the deposit request, or not at all. The window comes back until someone in your team has chosen. Your colleagues only read that the admin decides. You can change your choice any time in the invoice template.

When meetpiloot makes it

Choose one of three settings:

• Off: no deposit invoice. The deposit is shown on the final invoice, as now.
• When the deposit comes in: as soon as the deposit is in, through Mollie or because you mark it paid on the order. The deposit invoice is paid straight away.
• With the deposit request: it goes to your customer as a PDF with the payment request. It stays open until your customer pays, and is then marked as paid automatically.

With Email it to the customer automatically it goes to your customer as soon as the deposit is in. Switch this off to send it yourself from the order with Email to customer.

What is on it

A deposit invoice is an ordinary invoice:

• the next number in your invoice series, as the law asks for one continuous series;
• one line: the deposit on the order, including VAT at the order's rate;
• the date the deposit came in, when it differs from the invoice date.

The title follows your customer's language: Deposit invoice, Voorschotfactuur, Anzahlungsrechnung or Facture d'acompte.

The final invoice

The final invoice first shows the whole job with its VAT. Below that it deducts each deposit invoice, with the VAT already charged on it. Amount due is what is left, carrying only the VAT that is left.

An example: a job of €10,550.00 with €1,830.99 VAT and a deposit invoice of €3,165.00 with €549.30 VAT. The amount due is €7,385.00, of which €1,281.69 VAT.

In your accounting package

With a connected package (Exact Online, Moneybird, e-Boekhouden or SnelStart), meetpiloot books:

• the deposit invoice as a sales invoice of its own, with its VAT in the invoice's period;
• the final invoice with one deduction line per deposit invoice, at the same VAT rate;
• a credit note on a deposit invoice, against that deposit invoice.

The deposit payment goes on the deposit invoice in your package, never on the final invoice, which already deducted it. If the deposit invoice is not booked yet, the payment waits for it. In Exact Online, meetpiloot matches the deposit with the deposit invoice. Money your bookkeeper matches to the deposit invoice in the package shows in meetpiloot as the deposit.

Cancelling and refunds

If an order is cancelled, credit the deposit invoice under Invoices. If money has to go back, use the refund on the credit note. A deposit invoice cannot be reinvoiced.

If you keep the deposit as a cancellation fee, credit nothing: the VAT on it stays due.

Existing orders

meetpiloot makes nothing retroactively. With the deposit invoice switched on and an order's deposit already in, the order shows Make deposit invoice. It is dated today, with the date the deposit came in on it.