Deposits, installments and final invoices

Plenty of makers work on half now and the rest on delivery. Three things handle that in OrderDen:

• Payment terms you name yourself, which can ask for a deposit.
• A deposit on a quote, invoiced when the client accepts.
• A payment schedule on an order: installments or milestones, each invoiced when it's due.

Payment terms

Company Settings → Payment terms is the list clients, quotes, orders and invoices choose from. A new workspace starts with Due on receipt, Net 15, Net 30 and Net 60, plus 50% deposit, balance on delivery and 30% deposit, balance Net 15. These are added once: delete them all and the list stays empty until you add your own.

A term says two things:

• The deposit: a percentage or a fixed amount, and how many days after acceptance it's due (usually zero).
• When the balance is due: a number of days after the invoice, on receipt, on delivery, or on completion.

An invoice under On delivery or On completion starts with no due date, and it stays blank until you type one. Payment reminders don't chase an invoice with no due date.

Printed on documents is the term in your own words, and it prints on quotes and on invoices raised from an order, a deposit, a stage or a close-out. An invoice made from New invoice doesn't carry it.

Tick Pre-select on new clients and documents to make a term the default. Quotes and invoices raised from orders use it when the client has no term of their own. New clients start with no term, and the New invoice form doesn't use the default.

Renaming or deleting a term never changes documents already written. They keep the text printed on them.

Deposits on a quote

On the quote form, turn on Ask for a deposit on acceptance and enter a percentage or a fixed amount. A term that asks for a deposit fills it in.

The quote then shows, under its total:

The same lines print on the PDF and show on the client's share link.

What acceptance does

When the quote is accepted, by the client on their share link or by you on the quote page, OrderDen:

1. raises a deposit invoice for that amount, taxed the way the quote is: on a quote that mixes taxed and untaxed work, or two rates, each part of the deposit is taxed at its own rate;
2. emails it with your Deposit request template, with the PDF and a link to pay it;
3. records the acceptance and the deposit request in the quote's history, and the email in the deposit invoice's history.

With a payment account connected (see Getting paid online), the client can pay it right away.

Accepting twice, from a double click or a reload, raises one deposit invoice.

Payment schedules

For work billed in stages, the Payment schedule card on an order's Money tab holds a list of stages. Each is a percentage of the contract or a fixed amount, with a trigger:

When every stage is a percentage, they have to add up to 100%. The last stage takes the rounding, so three stages of 33.333% on $1,000 come to 333.33, 333.33 and 333.34. With a fixed stage in the mix, the percentages share whatever the fixed stages leave.

Quotes don't have a schedule. Add it to the order once the quote converts.

Create invoice on a stage raises that stage's invoice: one line, named after the stage. A stage that has been invoiced is locked. Voiding its invoice frees the stage again, so it can be invoiced again or taken off the schedule.

The line on a deposit or stage invoice is a Deposit line. It isn't a catalog item, so it needs no item picked. While the invoice is unpaid you can edit it like any other line.

Money paid on an order

A client can also pay for an order on its share link before you've invoiced it. Pressing Pay raises a deposit invoice for what's left of the order, taxed the way the order is, and takes the payment against it. From then on it's an ordinary deposit: it shows on the Money tab and the final invoice takes it off.

However many times the button is pressed, the order gets one such invoice.

Pay comes off the share link once the order has been invoiced: a final invoice, or the header's Invoice. From then on the client pays that invoice. Voiding it puts Pay back.

The final invoice

Invoice in the order's header bills what has shipped (or the whole order, when nothing has shipped) and takes off what's been paid on the deposit and stage invoices. The order's lines come across as they were written: an item stays an item, labor stays labor.

The deduction is a line on the invoice, and it takes the deposit's tax off as well as its amount. The final invoice's subtotal and tax are what it adds to the deposits, so the deposit and final invoices add up to the work once, and so do Tax collected, Profit and loss and the accounting export.

Only money that has arrived is taken off. An unpaid deposit isn't, and a part paid deposit takes off what was paid.

On an order with money already paid on it, the first invoice made from the order always carries the deduction, up to what it bills; if the deposit is more than that invoice, the rest comes off the next one. See Invoicing an order.

To close out many orders at once, tick them on the orders list and choose Raise invoices. Each gets its own draft final invoice with the same deduction. See Invoicing an order.

Seeing where the money stands

The order's Money tab shows its figures and a bar:

• Contract: what the work is worth
• Invoiced so far: what's been billed, drafts left out
• Deposits paid: the deposits and stage payments that have arrived, when there are any
• Paid: what's arrived
• Left to invoice: the contract less what's been invoiced

Under them, every deposit and stage payment already made, each linked to its invoice.

Two more places look across all your orders:

• Reports → Cash flow forecast shows what's expected in, week by week, for the next eight weeks: invoices already raised, by due date, and stages agreed but not yet invoiced, kept separate. Anything overdue is in the first week.
• The Deposits outstanding dashboard widget lists deposit and stage invoices that haven't been paid.

Through the API

• GET/POST /api/v1/payment-terms, GET/PUT/DELETE /api/v1/payment-terms/{id}
• Quotes accept paymentTermId, depositRequired, depositPercent and depositFixed
• GET/PUT /api/v1/orders/{id}/schedule and POST /api/v1/orders/{id}/schedule/{stepId}/invoice
• POST /api/v1/orders/{id}/prepayment-invoice takes money for an order before it's invoiced
• POST /api/v1/orders/{id}/final-invoice
• POST /api/v1/orders/bulk with { "action": "invoice", "ids": [] } closes out many orders at once; add "payload": { "combine": true } for one invoice per client
• POST /api/v1/invoices/combined with { "orderIds": [] } makes one invoice for several of one client's orders
• Invoices expose kind (STANDARD, DEPOSIT, PROGRESS or FINAL), appliedDeposits, balance and billedOrders (each order on a combined invoice, with its share)
• GET /api/v1/reports/cash-flow-forecast