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Level 3

50% Deposits and surcharges

Been struggling with this for years. In order to do a job I take a 50% deposit. In order to take a 50% deposit I need to write an invoice. After writing the to invoice. I normally have to manually edit the PDF becausr qbo does not believe people do deposits on invoices. Now the next problem is adding a credit card surcharge. There just is no way to add a surcharge for 50% of an invoice. It's a complete right mess.
19 Comments 19
Level 8

50% Deposits and surcharges

Hello danvers,


You can enable the Deposit option in your company settings to show the deposit field on your invoices. Let me guide you how:


  1. Click on the Gear Icon or Company cogwheel.
  2. Click on Account and Settings.
  3. Click on the Sales tab.
  4. Click on the Pencil icon under Sales form content.
  5. Turn on Deposit.
  6. Click on Save, and click on Done.


Once you create an invoice, the deposit to the field will show, and then you can enter the amount of the deposit received from a customer.


Furthermore, to be able to add a credit card surcharge to an invoice, you'll have to add a new line item on the invoice and name it as a Credit card or bank fee. First, make sure to create a service type for the credit card or bank fees and select the expense category type.


Here's how:

  1. Click on the Gear Icon, and select the Products and Services.
  2. Click Add New from the product or service drop-down.
  3. Pick Service from the options.
  4. Enter the description, for example, credit card processing fee or bank fee, on the Name field.
  5. On the Income account field, select an expense category.
  6. Click on Save.


Then, go back to the invoice creation and add a second line item for the Credit card or bank fees.


For more information about adding credit or bank fees, you can check this link on How to record bank fees.


Feel free to post a comment below if you need more help with QuickBooks Online. I'll be sure to get back to you. Have a nice day!

Level 3

50% Deposits and surcharges

Hi, actually not to enter the amount of the deposit received from a customer, but to ask for one.


Say an invoice is $100. They want to pay 50%. Say 1% surcharge.


I want to show an invoice that says total is $100.

1% surcharge of $50 is 50c.

Total due TODAY is $50.50.


There is no way to do that. Don't forget due to sales taxes I can't just type these in and edit the pdf.


I do already have a 'credit card surcharge' in my Products and Services.


Level 8

50% Deposits and surcharges

Hello danvers,


Thanks for the additional information. In QuickBooks Online, the options we can take is either add a new line item on the invoice or record an invoice pre-payment or deposit as a bank deposit and allocate it to an Accounts receivable. By doing so, when you create an invoice it would be easier for you to apply the pre-payments. 


Here's how to enter the pre-payments: 


  1. Select the + New button and then select Bank deposit
  2. Select the Bank Account the money is received into and the Payment Date.
  3. Scroll down to the Add funds to this deposit section, enter information like Received from: select customer name, Account: Accounts Receivable, Amount: Enter the amount paid by the customer.
  4. Click Save and close.


Once you've recorded an invoice and are ready to apply the invoice pre-payment, you can follow these steps. 


  1. Open the invoice.
  2. In the top right-hand corner, click Receive payment.
  3. In the Outstanding Transactions section, tick/select the invoice/s you want to associate with the prepayments.
  4. In the Credits section, tick/select the relevant payment created.
  5. If there is a balance due, you can pay the remainder by editing the payment amount against the invoice. If you don't want to pay the remaining amount, edit the Amount figure above the right-hand side of the Outstanding Transactions section.
  6. Click Save and close.


As always, we recommend you consult your accountant to see if they have a preferred method of recording these transactions in QuickBooks Online. 


Drop a comment below if you need more help with QuickBooks. Enjoy the rest of the day!


Level 3

50% Deposits and surcharges

Again, you've ignored everything I explained and are talking about prepayments again.


Level 8

50% Deposits and surcharges

Currently, the option to automatically ask for a deposit is unavailable in QuickBooks Online. In QuickBooks Online, we can only record a bank deposit and link the deposit to the invoice, and the deposit will deduct from the total balance due of the invoice. And the other option is to turn on the deposit field.


I understand how helpful for you and your business to have this feature in QuickBooks Online. I've added this to our report and let our Product Development team know about it. Hopefully, this gets added in the next updates. You can also send your feedback by clicking on the Gear Icon in QuickBooks and, click on Feedback.


Feel free to post anytime if you have more questions about QuickBooks Online. Have a great day!

Level 3

50% Deposits and surcharges

Yes I know it's unavailable, it has been for the 5 years I've asked.


But how can I:


I want to show an invoice that says total is $100 inc 10% sale tax.

1% surcharge of $50 is 50c inc 10% sale tax.

Total due TODAY is $50.50 inc 10% sale tax.



50% Deposits and surcharges

Hi danvers,


We can create a service item for surcharge fees so you can add it on the invoice. Let me show you how. 


  1. Go to Gear icon and select Products and services.
  2. Select New.
  3. Select Service.
  4. Enter Name of the item and other relevant details.
  5. Then select Save and close

On the invoice, you can select the service item created above and manually enter the amount for surcharge. 


You can make use of the custom field option where you can enter the total amount due for today. Here's how to add a custom field on your invoice: 


  1. Go to Gear icon, then select Custom fields.
  2. Select Add field.
  3. Enter a name in the Name field.
  4. Select the All Sales forms checkbox.
  5. If you want the custom field to appear on printed and delivered forms, turn on the Print on form switch. Otherwise, it will only be visible in QuickBooks.
  6. Select Save.

You can also check on this article for your reference: Set up and send progress invoices in QuickBooks Online.


Feel free to drop a comment below if you need further assistance. Thanks! 

Level 3

50% Deposits and surcharges

1st part you've ignored what I said the last 3 replies.


2nd part in 

  1.  Gear icon, there is no Custom fields.

50% Deposits and surcharges

Thanks for clarifying your concern, danvers.


I've got some answers for you. 


To achieve your concern, you can look for a third-party application that can help show the invoice total as 100 dollars. You can visit our QuickBooks App Center. From there you can look for a third-party application that suits your business needs.


Here's how:

  1. Select Apps from the sidebar menu.
  2. Go to the Find Apps tab.
  3. Enter a keyword in the search bar or click the Browse category button to filter the results.

All the applications listed are verified and approved by our product engineers to work best with QuickBooks Online.


Also, I suggest consulting your accountant to help you record these transactions manually. This is to make sure everything is accurate.


For now, I suggest submitting feedback directly to our product engineers. They may look into this suggestion and consider adding the option in the future update. To submit feedback, please be guided with the steps below:


  1. Open your QuickBooks Desktop company file.
  2. Go to the Help menu, then select Send Feedback Online and choose Product Suggestion.
  3. Enter your feedback and click Submit.

You might also want to visit our feedback forum to check the recent updates made in QuickBooks.


Regarding the missing Custom fields option, I'll try to share a screenshot on where you can find this. See attached image below:


If you're still unable to see this option, I suggest performing some basic browser troubleshooting to make it show. 


Let’s begin by accessing your QBO company through a private or incognito window. This helps isolate the issue since it doesn’t store data in the cache. Make sure to use the correct login credentials. 


Kindly use either of the following shortcut keys:

  • Google Chrome: Ctrl + Shift + N
  • Mozilla Firefox: Ctrl + Shift + P
  • Safari: Command + Shift + N
  • Microsoft Edge: Ctrl + Shift + P

If it works, let’s clear the cache of your regular browser. This helps the browser to function efficiently. You can also use other compatible browsers if private browsing doesn’t work.


Please let us know if you require any additional assistance. I'm always here to help you all throughout.

Level 3

50% Deposits and surcharges

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Level 1

50% Deposits and surcharges

Hi Danvers,

I'm by no means a QB expert, but I have found a work-around. If you make an estimate for the customer first, then create an invoice from that, it will allow you to bill for any percentage of the estimate. Hope that helps!!


Not applicable

50% Deposits and surcharges



This is probably too late but maybe it could help others. I was looking for the same answer as you but I think we were formulating the question incorrectly. I found this to be a good answer for what we were asking.

Hope this helps!

Level 2

50% Deposits and surcharges

The problem with the 50% invoice option is that it adjusts all the quantities to be 50% of the total.


I don't want to charge 2 hours for $100 or whatever.


I want to charge 4 hours for $200 and ask for $100 on deposit.


The invoice should look like this:


4 hrs x $50 = $200. due today:  50% = $100


Instead it looks like this


2 hrs x $50 = $100 due today.


That looks goofy.  I haven't done half the work, I am asking for a 50% deposit to do all the work.  It's not a progress invoice, it's a deposit.



Level 8

50% Deposits and surcharges

Hi Flick1,


Have you turned on the deposit option in your settings to show in your invoices? You can add a deposit field on your invoices by turning it on in your company settings. Once you enter a deposit on the invoice, it’ll reduce the total amount and calculate your customer’s balance due.


Here's how:


  1. Click on the Settings icon or Cog wheel icon.
  2. Click on Account and Settings.
  3. Click on Sales tab, and look for Sales form content.
  4. Click on Edit icon, and turn on Deposit.
  5. Click on Save and Done.


Let's go back and create an invoice and the deposit field should show up. You can check this link to learn more about how to: Add a deposit to an invoice in QuickBooks Online.


Please let me know if you have any additional questions. I'm always willing to assist.

Level 2

50% Deposits and surcharges

That doesn’t help me send an invoice for 50% of the total estimate.  That’s fine if they send me 50% *before* I send them an invoice and I want to send an invoice for the rest… showing their deposit already paid.


What I’ve done INSTEAD is put 50% of the estimate amount as a “Retainer / Deposit” line item on a new BLANK invoice (not generated from the estimate at all).


When the gig is done I convert the estimate to an invoice at 100% of each line item, then add “Retainer / Deposit” as a line item with the same amount as a negative.


God only knows how that will effect sales tax but I will figure it out later lol

Level 8

50% Deposits and surcharges

Hello there


You're on the right path, Flick1. The steps you're doing also work when you want to add a deposit/retainer to your invoice. We can add a second line item for the deposit with a negative figure to adjust the balance due to the customer.


Please let me know if you have any additional questions. I'm always willing to assist.

Level 2

50% Deposits and surcharges

What I’m doing is a workaround, though.


I really would prefer an invoice with all the original line items, and then the total. and then “Due now 50%” on it.



Level 1

50% Deposits and surcharges

I have been trying to do this ever since my accountant set up QB for my business a few years ago

Its rediculous its not there as an option,

Instead I continue to use ny custome spread sheet

This is what we need please, chouldnt be hard to make for the it gurus..


An option to charge a percentage of the total invoice for a deposit

(Deposit or amount owing = $$$)

Please see if you can work this out

The invoices only work for jobs that are billed out after the complete work has been done or the full amount is due

Thank you


50% Deposits and surcharges

I understand that you're looking for a way to include a percentage deposit on your invoice, @plev06.


I can see the importance of being able to set a percentage for the total for a deposit. I'll take note of it. I also recommend submitting your feature request directly from your QuickBooks Online account. They continually update and improve their software based on user feedback, so your suggestion could potentially be considered for future updates.


Here's how: 


  1. Go to Settings and select Feedback.
  2. Enter your comments or product suggestions. 
  3. Click on Next to submit feedback.


Check out the following article for more information about how you can submit feedback or product suggestions for various QuickBooks platforms for product development and improvement: How do I submit feedback?


Here's also how you can customize forms with the old and new layout, how to add or remove fields, change the colour scheme, and turn on payments on invoices. It also provides information on how to update company information and edit the company logo: Customise invoices, quotes, and sales receipts in QuickBooks Online.


If you need further assistance with customizing your invoice template or anything else, feel free to reach out. I'm here to help!