Managing Deposits

Learn how to request, collect, and track deposits on your quotes using Stripe or manual recording. To ask for a deposit in more than one payment, see Multiple Deposits.

Setting Up a Deposit on a Quote

On the first page of the quote builder, the Deposit requirement box starts on None. Choose Deposit, then click Add deposit. Enter the Amount as a percentage of the total (such as 25%), a dollar amount (such as $500), or Remaining balance (whatever is left after the other deposits), and choose when it’s Due: On acceptance, Before the event, or On a date. Under Tax, choose Tax included (the amount includes tax), Tax excluded (tax is added to it) or No tax (for a refundable bond, or where tax is collected on the final invoice). A new deposit starts on your Tax on deposits setting (Settings → Tax). Deposits are taxed at the quote’s default rate: with GST at 15%, a $1,000 deposit Tax included is $869.57 + GST $130.43, and Tax excluded it’s $1,000 + GST $150 = $1,150. A percentage Tax included is of the quote’s total; Tax excluded, it’s of the total before tax, with tax added. The editor shows the working, such as $1,000.00 + GST $150.00 = $1,150.00. Click Done.

To ask for the deposit in more than one payment, add another deposit the same way, or click Use default deposits to fill in the deposits you’ve saved under Deposit rules. Deposit rules are due on acceptance or before the event, never on a date. See Multiple Deposits.

If you have Stripe connected, tick Enable Pay Now in the Stripe row under the deposits to collect them by credit card. Each deposit gets its own card link, sent on its own date. Once the quote is accepted, its card payments are managed from the quote page instead.

Deposits on the Quote Page

On the quote page, the Deposits table has one line per deposit: its name with its percentage, such as Deposit 1 (20%), when it’s Due, the Amount, and its Status: Paid, $300.00 paid, Awaiting payment · 5 days (in amber, once it’s past its date on an accepted quote), Due today, Due on acceptance or Upcoming. With Stripe connected, the Card payment column shows the card that paid it, such as Visa 4242 · 6 Nov, or where its card link is up to: Link sent 1 Nov · $742.00, Link goes out 23 Jul, Link being sent or Link failed to send.

Each deposit’s ⋯ menu has Record payment for this, and with Stripe connected, Send payment link, Copy card link while a link is live, and View card payments once a card has paid towards it.

Under the table, Payments received lists every payment and refund on its own line, oldest first, with the deposit it went to, such as Card · Visa 4242 · 6 Nov for Deposit 1, or Payment received · 6 Nov for Deposit 2. Click a card payment to see its details and refunds. A payment recorded by hand has a bin to delete it. Money paid beyond the deposits shows as Paid towards the balance, and Balance owing in the totals says what’s left.

The bar at the bottom has Record payment receipt while money is owed and, with Stripe connected, Request card payment. For more than one deposit, see Multiple Deposits.

What the Customer Sees

When a customer views their quote, a quote with one deposit due on acceptance shows a note at the bottom saying an initial deposit of that amount is required on acceptance. With more than one deposit, or a deposit due later, they see a short list of each deposit’s amount, when it’s due, and Paid once it’s paid. Each deposit shows the tax in it: $1,150.00 ($1,000.00 + GST $150.00) for a deposit Tax excluded, or $1,000.00 (incl. GST $130.43) for one Tax included. A deposit with no tax shows just its amount. The payment terms are also displayed.

Collecting Deposits with Stripe

If Stripe is enabled, when the customer accepts the quote they’ll see a Pay Now button. They choose Pay Deposit, enter their credit card details and pay immediately. With more than one deposit, it pays the earliest one due. If you’ve configured Stripe to pass on credit card processing fees, the customer will see a slightly higher amount that includes those fees.

Once paid, the customer’s view of the quote updates to show the payment details — the deposit amount, a link to download a receipt directly from Stripe, any processing fees recovered, and the total amount charged. The quote also displays a confirmation message acknowledging receipt of the deposit.

Back on the quote page, the deposit’s row in the Deposits table reads Paid, with the card that paid it, such as Visa 4242 · 4 Dec. The payment is listed under Payments received, where you can open its Stripe details.

Collecting Deposits Without Stripe

If you don’t use Stripe, the customer won’t see a pay now button when they accept the quote. Instead, you arrange payment outside of Puree — for example, by sending an invoice through Xero or another method. Once the customer has paid and the funds have hit your bank account, you record the deposit manually in Puree.

To do this, go to the quote and click Record payment receipt in the bar at the bottom of the Deposits section, choose Record payment for this in a deposit’s ⋯ menu, or use Actions → Record payment receipt. Enter the Amount received and the Date received. On a quote with more than one deposit, choose what it’s For: Auto (oldest first), or a particular deposit. If a card link is waiting for that deposit, the form offers to close it, so the customer can’t pay twice. Click Record payment receipt. The payment is listed under Payments received on the quote, and where the customer’s quote lists its deposits, a deposit that’s covered reads Paid.

Recording a payment in Puree doesn’t create anything in Xero. To invoice deposits in Xero and have Puree deduct them from the quote’s Xero invoice, see Deposits and Xero: a new alternative method. Check with your accountant which method suits you.

Find and Export the Deposits Report

Open Settings → Deposits. The page lists one row per quote, by event date: Order date, Customer name, Tags, Quote number, Deposit required (all its deposits added together), Date deposit paid, Amount received and Balance owing. A quote whose deposit is past its date and not fully paid shows Awaiting payment · 5 days in amber once it’s accepted. A quote with payments but no deposit shows “-“ for Deposit required.

• Upcoming: quotes with an event today or later.
• Previous: quotes whose event has passed.
• Deposits outstanding: quotes with an event today or later that have been paid less than their deposits, whether the deposits are due yet or not. Turn on Show pending quotes to include quotes not yet accepted, each marked Pending.

The header shows Total held, the money received on the quotes matching your dates, search, tags and status filters. Search by customer, quote number or tag, and use Date from, Date to and Tag as needed. The date range filters the event date, not the date a payment was received. Expired and deleted quotes are left out unless you select Show expired/deleted.

With Xero connected, each payment deducted from the quote’s Xero invoice reads Deducted · INV/19 under its amount, and one that can be deducted has a small Deduct button, or the reason it can’t in grey.

Download PDF and Download CSV give one row per quote, with the same filters. The CSV’s columns are Order date, Customer, Tags, Order #, Deposit Type, Deposit Required, Date Paid, Amount Received, Balance Owing and Method (Stripe, Manual or Mixed). With Xero connected, a last column, Deducted from Xero invoice, gives the invoice each payment was deducted from, and the PDF adds “Deducted INV/19” under the amount.

The Deposit rules button in the header sets your default deposits. See Multiple Deposits.

What the report does not establish

This report describes records held in Puree. It is not a reconciled Xero deposit-liability ledger, a bank statement or a historical balance as at a selected receipt date. It does not establish how much of a payment has been allocated or refunded in Xero. Reconcile those questions using the accounting records.

Recording a manual deposit updates Puree’s receipt record and customer acknowledgement. It does not transfer money or write a payment or prepayment to Xero. The quote’s sales total remains the full order value; receipt and balance displays are separate.

Deposit data in the developer API

GET /api/public/v1/orders/:id includes a deposits list (each payment’s amount in cents, receipt date, source manual, stripe or xero, and the instalment_id it was recorded for) and a deposit_schedule (each deposit’s amount, when it’s due, what’s still due, its status, and its live Xero invoice as xero_invoice, or null). POST /api/public/v1/orders/:id/deposits records a payment received outside Puree; add an instalment_id to pay a particular deposit. Creating or changing a quote takes payment_terms.deposit_schedule. It requires an access token for the developer API, which is part of the Professional plan. This is order-level Puree data, not Xero reconciliation or deposit-liability reporting. See The Developer API.