You have agreed a project and you want part of the fee before you start. The document that asks for it is a deposit invoice, and getting it right matters, because it is the first bill the client sees and it sets the tone for how the rest of the money will move. Here is what a deposit invoice is, exactly what to put on one, and a full sample you can copy, plus how to handle the balance invoice once the work is done.
What a deposit invoice is
A deposit invoice is an invoice for part of a project's total, sent before the work is finished, usually before it begins. Instead of billing the whole amount at the end, you bill a portion up front, the client pays it, and that payment both commits them and gives you cash flow to start.
It is a normal invoice in every respect, with one difference: it makes clear that the amount is a deposit against a larger total, not the full and final bill. That framing is what stops confusion later, because the client understands from the first document that a balance is still coming. For the strategy behind how much to ask for and which projects need a deposit at all, the guide on how much to charge up front covers it. This article is about the invoice itself.
What to include on a deposit invoice
A deposit invoice needs everything a normal invoice does, plus a couple of details that make the deposit unambiguous.
Your details and the client's:: names, addresses, and contact info for both sides.
A unique invoice number:: the deposit invoice gets its own number, and the later balance invoice gets another.
Invoice date and due date:: when you sent it and when the deposit is due, ideally before work starts.
A clear deposit line:: describe it as a deposit and show the total it applies to, for example "50% deposit on $2,400 project total."
The project total for context:: so the client can see the deposit in proportion to the whole.
The amount due now:: the deposit figure, made prominent.
Payment terms and methods:: how to pay and by when, plus any note that work begins once the deposit clears.
The one field people leave off is the reference to the total. Showing that the $1,200 you are asking for is half of a $2,400 project makes the deposit feel reasonable and sets up the balance invoice to come.
A sample deposit invoice
Here is what those fields look like assembled. This is a designer billing a 50% deposit on a brand project.
| From | Jane Doe Design · jane@example.com · Austin, TX |
| Bill to | Acme Co. · billing@acme.com · 456 Market St |
| Invoice # | 2026-018-D |
| Invoice date | July 15, 2026 |
| Due date | July 22, 2026 |
| Description | Amount |
|---|---|
| Brand identity project, total fee | $2,400 |
| Deposit due now (50%) | $1,200 |
| Balance due on delivery | $1,200 |
Amount due now: $1,200
Terms: Deposit due by July 22, 2026 via bank transfer or card. Work begins once the deposit is received. The remaining balance of $1,200 is due on delivery of final files.
Notice the small touches. The invoice number ends in "D" so you can tell the deposit invoice from the balance invoice at a glance. The total, the deposit, and the balance are all visible, so nothing is a surprise. And the terms state plainly that work starts on payment and that a balance follows.
Build a deposit invoice for free
You do not have to lay that out by hand. Our free invoice generator builds a clean, professional invoice with a notes field for your deposit terms, does the math, and downloads a PDF in minutes, with no signup. Add a line for the deposit and one for the balance, and you have exactly the document above.
The free tool is ideal for a one-off deposit invoice. What it does not do is remember the project total, generate the matching balance invoice later, or track whether the deposit has been paid. That is where FileCurrent picks up, keeping the deposit and balance tied to the same client and project so the second invoice is a click, not a rebuild.
The balance invoice
The deposit invoice is only half the pair. When the work is done, you send a balance invoice for the remainder, and it should reference what came before.
On the balance invoice, show the project total, list the deposit already paid as a credit, and state the remaining amount due. A client should be able to look at it and see the whole story: total, deposit paid, balance owed. Restating the deposit as a line item, "deposit paid July 22, minus $1,200," removes any argument about what is still owed. For the exact wording to use on both invoices, the guide on freelance payment terms walks through it.
Frequently asked questions
What is a deposit invoice?
A deposit invoice is an invoice for part of a project's total, sent before the work is complete and usually before it starts. The client pays the deposit to commit to the project and give you cash flow to begin, and a balance invoice for the remainder follows when the work is delivered.
How much should a deposit invoice be for?
A 50% deposit is the common default for freelance projects, with the balance due on delivery. Smaller or first-time jobs might be billed in full up front, and larger projects often use a smaller deposit plus milestone payments. The invoice format is the same regardless of the percentage.
How do I write a deposit invoice?
Include your and the client's details, a unique invoice number, the date and due date, a clear deposit line showing the amount and the total it applies to, the amount due now, and your payment terms. State that work begins once the deposit clears and that a balance invoice will follow on delivery.
What is the difference between a deposit invoice and a regular invoice?
A deposit invoice bills part of a total before the work is finished and signals that a balance is still to come, while a regular invoice bills the full amount for completed work. Mechanically they look nearly identical, but the deposit invoice references the project total and the balance still owed.
How do I invoice the remaining balance?
Send a separate balance invoice when the work is delivered, with its own invoice number. Show the project total, list the deposit already paid as a credit, and state the remaining amount due. Referencing the deposit as a line item makes the final amount clear and prevents disputes about what is outstanding.
A deposit invoice gets the project funded and started. Keeping the deposit, the balance, and every future invoice tied together is what keeps the money organized. FileCurrent saves your clients and projects, generates the deposit and balance invoices, and chases late payments automatically, so nothing gets lost between the first bill and the last. $15/month or $129/year. 7-day free trial, no card required.