Web designers and marketers
A website project takes weeks or months. Without a deposit, you fund those hours yourself and risk the client changing their mind. A deposit covers initial work and confirms commitment. Only the balance remains on delivery.
Many web designers and agencies request 30 to 50% upfront: they reserve time, may hire a copywriter or photographer, and buy licences or hosting. Specify the percentage and timing in the quote, for example 50% on approval and 50% on delivery. Online approval also confirms those payment terms.
The final invoice must clearly show the project cost, what has already been paid and what remains due. Otherwise, you get questions instead of payment.
In ProFactuur
Specify the percentage and timing in your quote or terms, then obtain online approval to record the agreement.
Create a line such as 50% deposit as per quote, using the same VAT rate as the project. Include a payment QR code so the client can transfer funds with the correct reference.
Record the payment or import a CSV or CODA bank statement. Debtors shows outstanding deposits. Reminders are off by default; enable them yourself if you want reminders after 7, 14 or 30 days.
Convert the quote into an invoice for the remaining amount and include the deposit invoice number and amount in the description. The two invoices then clearly add up to the quoted price.
Example
A marketing agency builds a website for a Belgian business. The approved quote is €6,000.00 excluding VAT, with VAT at 21%.
| Deposit invoice: 50% of €6,000.00 | €3,000.00 |
| 21% VAT on the deposit | €630.00 |
| Due on approval | €3,630.00 |
| Final invoice: remaining 50% | €3,000.00 |
| 21% VAT on the balance | €630.00 |
| Due on delivery | €3,630.00 |
The client pays €7,260.00 in total, exactly the quote including VAT. The final invoice refers to the deposit invoice. If you qualify for the Belgian small business VAT exemption, you do not charge VAT. Learn about the Belgian small business scheme
Record extra work, such as an additional page or shop module, in a supplementary quote approved before work starts. Add those lines to the final invoice; the deposit remains a percentage of the original quote. If work is removed, reduce the final balance. If the deposit exceeds the final total, issue a credit note against the deposit invoice.
ProFactuur never alters a sent invoice, preserving gap-free numbering and consistent records. Partial payments, such as a balance paid in two instalments, are tracked with paid and outstanding amounts per invoice.
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