Quote acceptance to deposit and final invoice workflow

Tracking a deposit against a quote manually — and making sure the final invoice correctly reflects what has already been paid — is easy to get wrong when it is done outside a single system.

For larger or custom jobs, businesses often need a deposit before committing materials or labour, then a final invoice once the work is complete.

KookaCRM links the deposit invoice and the final invoice back to the same accepted quote and job, so the deposit already paid is accounted for and the final invoice only asks for the remaining balance.

Use quote-to-invoice pricing for larger jobs, set a deposit amount or percentage as part of your quoting process, and raise the deposit invoice as soon as the quote is accepted so work can be scheduled with confidence.

Customer entry point: Any entry point that leads to a quote — website enquiry, Smart Quote, or staff phone intake — since this workflow begins at quote acceptance.

Service pricing model: Quote-to-invoice with a deposit: the customer accepts a quote, pays a deposit before work starts, and pays the remaining balance on a final invoice once work is complete.

• Cabinet makers and custom installers
• Renovation and project trades
• Agencies delivering larger project work
• Any business needing a deposit before starting significant work

• Reviews and accepts the quote online
• Pays the deposit invoice before work begins
• Has the work carried out
• Receives and pays the final invoice for the remaining balance once work is complete

• Convert the accepted quote into a job
• Raise the deposit invoice and confirm payment before starting work, per business policy
• Complete the job and record any variations
• Raise the final invoice, reflecting the deposit already paid

• Accepted quote
• Deposit invoice (linked to the quote/job)
• Job
• Final invoice (linked to the same quote/job, reflecting the deposit paid)

The deposit is collected upfront against the accepted quote, before or as work begins. The remaining balance is collected on the final invoice once work is complete. Both invoices can be paid online where Stripe Connect is configured.

• Use quote-to-invoice pricing for the relevant services
• Agree on a deposit amount or percentage as part of your quoting process
• Connect Stripe Connect if you want deposit and final invoices payable online