When should I request the deposit?

Usually immediately after quote approval, so the date is only confirmed once the deposit is paid.

What if the customer cancels?

Follow your terms. If a refund is due, issue a credit note.

Can I add a negative invoice line?

Yes, using a negative unit price, for example to deduct a deposit already invoiced.

Catering and hospitality

Booking deposits and final invoices after the event

Booking a venue or caterer for a Saturday in June makes that date unavailable to anyone else. A booking deposit protects you against last-minute cancellations and reassures customers that their date is secured.

Where deposits become complicated

The final invoice becomes harder when guest numbers change, extra drinks are served or the customer chooses a more expensive dessert at the last minute. It must show the total, the deposit paid and the outstanding balance. Track payments carefully: a booking without a paid deposit is not really confirmed, which you need to know before buying supplies and scheduling staff.

Agree the deposit amount, payment deadline and cancellation arrangements in advance. Include them in the quote or terms and conditions approved by the customer.

In ProFactuur

How to do it, step by step

1
Invoice the deposit
After quote approval, create an invoice with one line, such as 30% deposit according to quote. Send it with a payment QR code so the customer can pay immediately using the correct reference.
2
Track payment
Record the payment or import your bank statement in CSV or CODA format. Accounts receivable shows which bookings still have unpaid deposits.
3
Prepare the final invoice
After the event, convert the quote into an invoice with the final quantities. Deduct the deposit using a line labelled Deposit already invoiced, including the deposit invoice number.
4
Send and follow up
Send the final invoice by email or, for a business, through Peppol. Reminders are off by default; enable them if needed.

Example

Example: staff party with a 30% deposit

An approved staff-party quote totals €6,000.00 excluding VAT. Extra drinks are served during the event. All amounts below exclude VAT because rates can differ by line.

Deposit invoice: 30% of €6,000.00	€1,800.00
Final invoice: quote adjusted to final guest count	€6,240.00
Extra drinks based on consumption	€310.00
Deposit already invoiced	-€1,800.00
Balance excluding VAT	€4,750.00

The customer can see the €6,550.00 total excluding VAT, the deposit and the balance at a glance. Preferably apply the same VAT rate to the deposit as to the services it covers; have your accountant confirm this.

Cancellations and changes

If a customer cancels, what you can retain depends on the agreed terms in your quote or terms and conditions. To refund part of the deposit, issue a credit note against the deposit invoice. Never change an invoice that has already been sent, so your records remain consistent.

If the event moves to another date, the deposit stays in place. Show the new date on the final invoice to link it to the earlier payment. Partial payments are tracked: even if the customer pays the balance in two instalments, the outstanding amount remains visible.

Frequently asked questions

More for caterers

An event quote per person or menu

Prices per person or menu, with quantities adjustable until shortly before the event.

Different VAT rates on one catering invoice

Meals, drinks and delivery without service, with a separate rate per line.

All about invoicing for catering and hospitality Deposit invoices in construction

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