Deposits and balance payments

Deposits and Balance Payments

When a booking requires a deposit upfront and a final payment closer to the event date, CaterCloud handles this with two linked invoices: a deposit invoice and a balance invoice. This keeps your cash flow clear and gives clients a straightforward payment trail.

How Deposit and Balance Invoices Work

• A deposit invoice covers the agreed upfront amount (for example, 30% of the total booking value).
• Once the deposit is paid, you create a balance invoice for the remaining amount owed.
• Both invoices are linked to the same booking and customer, so nothing falls through the cracks.

In the invoice list (Money → Invoices), each invoice shows its type next to the invoice number — deposit and balance invoices are labelled accordingly, so you can tell them apart at a glance.

Creating a Balance Invoice

Once your deposit invoice has been paid:

1. Go to Money → Invoices and open the deposit invoice.
2. On the invoice detail page, click Create balance invoice.
3. CaterCloud generates the balance invoice automatically and takes you straight to it.
4. Set the due date and add any notes before sending it to the client.

Setting and Editing Due Dates

Every invoice has a due date field you can set or update directly from the invoice detail page. Overdue invoices are flagged clearly in the invoice list — the due date turns red and an Overdue badge appears alongside the status.

Tracking What Is Still Owed

In Money → Invoices, each row shows:

• Status — Unpaid, Partial, or Paid
• Amount — the total for that invoice
• Due date — highlighted in red if overdue

Invoices marked Unpaid or Partial are still outstanding. You can select multiple outstanding invoices using the checkboxes and use Send to chase them in bulk.

For individual overdue invoices, use the Remind button that appears inline to send a payment reminder without opening the full invoice.

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Tip: If you use Xero, deposit and balance invoices sync separately — check the Xero sync settings to make sure your chart of accounts is mapped correctly.