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How to Send a Deposit Invoice as a Freelancer
FreeInvoice.app Editorial Team · 2026-07-11 · 5 min read
Deposit invoicing is one of those freelance money problems that looks small until it empties your checking account. You bill part of the fee before work starts so you are not financing the project alone.
Below is a practical US-focused walkthrough: what to do, what to put on the invoice, and what usually goes wrong.
The goal is simple: clear paperwork, fewer surprises, and money that arrives closer to the date on the PDF.
Common range: 25–50% for new clients; 50% on custom work.
Best timing: same day the proposal is approved.
Label: Deposit Invoice or Advance Payment.
Final bill: show full total, subtract deposit, bill balance.
Red flag: refusal to pay any deposit often predicts late pay.
When you are ready to send the PDF, open the free generator and fill the fields from this article.
On this page
Quick answer
Send a deposit invoice as soon as the client says yes. Put Deposit in the title. State percentage, project name, and that the balance is due later. Do not start serious work until funds land.
On the final invoice, list the full fee, then a negative line for Deposit received — Invoice #____, then the remaining total.
Why this matters for freelancers
Deposits filter tire-kickers and cover early costs. They are scheduling insurance, not distrust.
Treat this as part of your billing system, not a one-off favor.
How to do it step by step
Pick 30–50% for new clients. Use round numbers. Reference the proposal and any PO.
Keep deposit terms short: Due on receipt or Net 7. Net 30 on a deposit defeats the point.
If scope grows, bill the new approved total, still subtract the original deposit, and add change-order lines.
What to put on the invoice
Use clear line items, a unique invoice number, an explicit due date, and payment instructions. If a PO exists, put it on the PDF and in the email subject.
For the baseline field list, see how to create an invoice. For slow payers, see chasing unpaid invoices.
Common mistakes
Describing finished work that has not started.
Starting because they promised to pay tomorrow.
Reusing the deposit invoice number.
No refund language in the contract.
Accepting 10% on a long exclusive booking.
Fix the process once so you are not reinventing it under stress.
Real-world deposit example
A photographer books a $2,400 wedding package. Deposit invoice 2026-0301 bills $1,200 Due on receipt with the wedding date in the description. After the shoot, invoice 2026-0318 bills $2,400, subtracts deposit 2026-0301, and shows $1,200 due Net 7.
If the couple cancels after the deposit cleared and the contract says the deposit is non-refundable once the date is held, you keep the deposit and do not invent a surprise fee.
Bottom line
Ask early, invoice clearly, wait for funds, then work.
Open the generator, label the line as a deposit, and send before kickoff.
FAQ
Is a deposit invoice different legally?
Usually no — still a payment request for an advance.
What if they cancel?
Contract should say if the deposit is refundable.
Start before it clears?
You should not.
Include tax?
If you charge tax on the project, apply it consistently and show it separately.
Separate invoice number?
Yes.
What percent?
30–50% is normal for new clients.
Ready to send an invoice?
Open the generator. Fill in your details. Export the PDF. Two minutes. No sign-up.