How to Take and Record Deposits in Workshop Software

Deposits allow you to collect partial payment from a customer before a job is completed. Workshop Software offers two methods for recording deposits: a simple method (for workshops not integrated with accounting software) and an accounting-integrated method that reflects the deposit immediately in your accounting package. This guide covers both approaches.

Method 1: Simple Deposit (No Accounting Integration)

This is the quickest method and is suitable if you are not integrated with an accounting package, or if you do not need the deposit reflected in your accounting software until the invoice is processed.

  1. Open the Invoice (open job) in the Transaction Centre.
  2. Press the + icon on the deposit section of the invoice.
  3. Enter the deposit details:
    • Payment Method — how the customer paid (card, cash, EFT, etc.).
    • Amount — the deposit amount.
    • Reference Number (optional).
    • Date Received.
  4. The deposit reduces the Total Balance Due on the invoice.
  5. When you Process the invoice, the deposit is included as part of the payment.

Important: With this method, your accounting software will not know about the deposit until you process the invoice. The deposit only syncs when the invoice is finalised.

Method 2: Accounting-Integrated Deposit

Use this method if you need the deposit reflected immediately in your accounting software (Xero, MYOB, QuickBooks) at the time it is received.

Step 1: Create a Deposit Product

If you haven’t already, create a deposit product:

  1. Go to Products and create a new product.
  2. Set the Item Code to “Deposit” (or similar).
  3. Turn on Don’t Update Quantity.
  4. Optionally add a description template like “Paid on [date]” to record when the deposit was received.

Step 2: Create a Separate Deposit Invoice

  1. Create a new invoice (separate from the main job).
  2. Select the same Customer and Vehicle as the main job.
  3. Add the Deposit product line with the deposit amount.
  4. Set the account type to Cash (Cash on Delivery) — this processes the payment immediately.
  5. Press Process.
  6. Complete the payment popup to record how the customer paid.
  7. The deposit is now immediately reflected in your accounting software.

Step 3: Offset the Deposit on the Main Job

  1. Go back to the main job invoice in the Transaction Centre.
  2. Add the same Deposit product line, but set the quantity to -1 (negative one) with the same price.
  3. This subtracts the deposit amount from the invoice total, so the customer is not charged twice.
  4. When you process the main invoice, the balance due reflects only the remaining amount owed.

Good to Know

  • The simple method is faster but does not sync the deposit to your accounting software until the invoice is processed.
  • The accounting-integrated method requires creating a separate invoice for the deposit, which syncs immediately.
  • Always add the deposit as a negative quantity on the main job to prevent double-charging the customer.
  • The deposit product should have Don’t Update Quantity turned on since it is not a physical stock item.

FAQ

Will my accounting software see the deposit if I use the simple method?
Not until you process the invoice. The deposit only syncs to your accounting software when the full invoice is finalised.

Why do I need a negative quantity on the main job?
The separate deposit invoice already charged the customer for that amount. Adding a negative deposit line on the main job offsets it, so the total balance due is correct and the customer is not overcharged.

Can I take multiple deposits on the same job?
Yes. Repeat the process for each deposit — create a separate deposit invoice each time (for accounting integration) and add corresponding negative lines on the main job.

Do I need the accounting-integrated method if I don’t use Xero/MYOB/QuickBooks?
No. If you are not integrated with an accounting package, the simple deposit method on the invoice is all you need.

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