How much deposit can I request?

Agree this with your customer. For larger jobs, it is often between 20 and 40%.

Can the customer pay the deposit in instalments?

Yes. Partial payments are tracked and the outstanding balance remains visible.

What if the deposit was too high?

Issue a credit note for the difference. The sent invoice itself stays unchanged.

Painters

Deposit and final invoice for painting work

Painting a whole house or refreshing an apartment block takes weeks and hundreds of litres of paint paid for upfront. A deposit avoids financing the job yourself and confirms the customer’s commitment.

When should you request a deposit?

Deposits are uncommon for one room or hallway, but useful for a whole house, façade, office or several weeks of work. Material costs are high and the final invoice comes long after your first day.

Agree the deposit in your quote: the percentage, for example 30%, and when you invoice it, such as on acceptance or a week before starting. Accepting the quote also accepts the deposit. The final invoice must clearly show the total work, payments received and outstanding balance to avoid questions delaying payment.

In ProFactuur

How to do it, step by step

1
Include the deposit in the quote
State the percentage and timing in the quote or terms and conditions, and get online acceptance.
2
Invoice the deposit
Create a one-line invoice, such as Deposit 30% according to quote, using the same VAT rate as the work. Send it with a payment QR code for an immediate transfer with the correct reference.
3
Track payment
Record the payment or import your bank statement as CSV or CODA. Accounts receivable shows outstanding deposits.
4
Create the final invoice
Convert the quote into an invoice, deduct the deposit by invoicing only the balance, and mention the deposit invoice number and amount in the description.

Example

Example: painting a whole house with a 30% deposit

An accepted quote of €7,400.00 excluding VAT for a house meeting the conditions for 6%.

Deposit invoice: 30% of €7,400.00	€2,220.00
6% VAT on the deposit	€133.20
Payable on acceptance	€2,353.20
Final invoice: 70% balance	€5,180.00
6% VAT on the balance	€310.80
Payable on completion	€5,490.80

The customer pays €7,844.00 in total, exactly the quote including VAT. Check whether 6% applies on our page about 6% VAT on renovation.

Extra work and changes on the final invoice

Add approved extra work as separate lines on the final invoice. The deposit remains a percentage of the original quote, keeping the calculation clear. If work is cancelled, for example because the customer paints a room themselves, reduce the final balance. If the deposit exceeds the final total, issue a credit note against the deposit invoice. Never change a sent invoice.

Reminders are off by default. Enable them yourself to send payment reminders after 7, 14 or 30 days. If you work for a contractor, read the reverse-charge VAT guidance, as it also affects your deposit invoice.

Frequently asked questions

More for painters

Painting quote per m² or room

Prices per m² or room, online acceptance and extra work.

Paint and materials separate from labour on quotes and invoices

Paint, materials and working hours on separate lines.

All about invoicing for painters Construction deposits Reverse-charge VAT

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