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How to invoice a deposit or retainer
Put the agreed deposit or retainer on one clear line, state what it covers, and generate the PDF in the browser with Clearquire.
A deposit or retainer is still an invoice: unique number, your details, the client's details, what the payment covers, and a total. Clearquire (opens in a new tab) builds the PDF in your browser with no account and no upload. It does not take payment or store a client list.
What to put on the line item
Use one line that a stranger could understand later:
- Deposit — "Website redesign deposit (40% of £X)" or the amount you both agreed in writing.
- Retainer — "October retainer — up to N hours of support" or the fixed monthly fee, plus the period it covers.
If tax or a discount applies, set those fields once rather than burying them in the description. See how to calculate discount and tax on an invoice.
Numbering and the rest of the fields
Keep the same numbering scheme as your other invoices (how to number invoices). Fill the fields you would on any first invoice: your legal name, client name, date, currency, and payment instructions in the notes if you need them. Checklist: what to include on a freelance invoice.
After they pay
Issue a separate invoice (or credit note, if your accountant prefers) when the remaining balance is due. Do not edit the paid deposit PDF to become the final bill — keep a clear paper trail. Clearquire never stores the file for you; save the PDF where you keep project records.