Decorating invoices: deposits and partial payments
A decorating invoice should distinguish the agreed price of the work from payments already received. Record the amount and date of each confirmed deposit or part payment, then subtract those receipts from the agreed total. Show the total received and the remaining balance separately so you do not charge the deposit twice.
Agree the payment stages before work
Agree the deposit and payment stages before starting. Describe the decorating work clearly so the agreed total and the payments relate to the same work.
Keep the full agreed total distinct from the amount still due. A deposit already received counts towards that total; it is not an extra charge on top.
Confirm each receipt before recording it as paid
Check your bank or cash records before marking a payment as paid. For each confirmed receipt, note:
- The amount received.
- The date received.
- Whether it is the deposit or a later part payment.
Reconcile the payment record manually against those confirmed receipts. Do not subtract an expected payment from the balance as though it has already arrived.
Show the balance clearly
Use this calculation:
Agreed work total − total confirmed payments received = remaining balance.
Keep the individual receipts visible alongside the total received. This makes clear how much of the agreed price has already been paid, without adding the deposit again or deducting it twice.
Fictional decorator example — not a real customer story
These invented dates and illustrative amounts explain the paperwork only. They are not Sortza pricing.
- Agreed decorating work total: £1,000.
- Deposit received on 1 October: £200.
- Partial payment received on 8 October: £300.
- Total received: £500.
- Remaining balance: £500.
After confirming both receipts in the bank or cash records, the calculation is £1,000 − £200 − £300 = £500.
The invoice record therefore shows the £1,000 work total, the two dated receipts, £500 received in total and £500 still due. The £200 deposit remains part of the money already received, not a new amount to charge.
Where Sortza fits
Sortza is a paperwork assistant for tradespeople, with invoices and manual payment tracking. Payment tracking is manual bookkeeping, not payment processing or bank synchronisation. You still need to confirm funds in your bank or cash records before recording them as paid.
Sortza costs £14.99/month, with a 14-day free trial and no card required to start.
This is general paperwork guidance for UK and Jersey tradespeople, not tax or legal advice.
Start your 14-day free trial: https://app.sortza.co.uk/
