Modified Invoice with Deposits will create Balance Errors

Initially, I had created an invoice for my client which I had titled 'Quote'.

I made the client pay a 10% deposit on that Invoice, to confirm the acceptance of the quote, prior to start the project.

 

Deposit Screenshot 2021-12-07 143754.png

 

Once the project was finished, I modified this very Invoice so that it would suit the actual times and items, which in turn changed the total figure of the invoice to which a deposit had already been taken. Total of the final invoice was less than the original quote.

 

Final Invoice 2021-12-07 143850.png

 

As a consequence, the revised Invoice showed a small amount 'Paid' left of the Balance, but this amount was actually not taken off the Balance, which in turn made the Client to overpay the invoice. (payment received was the Balance as shown, $693.00, but not what was owed, being 687.50).

This payment was made by Direct Deposit, so when I went to apply the amount paid in the system, I could not manually enter the actual payment received as the system would not accept an overpayment for this account.

As such I had to enter the 'system determined' amount of $687.50, which in turn the client received to the email as payment confirmation, however, this contains the wrong amount.

 

The error here is obviously that the 'deposit paid' amount has changed from the original to the modified invoice, which it did not. The 'deposit paid' should have remained the same, since it was the deposit paid.

 

I will have this situation again in the near future, how to avoid this? I did not want to cancel the original invoice since it had already a downpayment applied, and as such represents an accepted quote.

 

 

 

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Square Community Moderator

Hey @AVsupport,

 

It sounds like a more ideal workflow for you here would be to use the Estimates feature - this is essentially a quotes feature in all but name. Once a customer has agreed to an estimate, then you can send an invoice for the amount.

 

In terms of how this is working at the moment, I'd recommend filing a support ticket or giving our team a call and seeing if it's something they're able to reproduce and file a bug report for. What you're saying I think makes sense, but I'm not sure if I'm missing anything or there might be more that can be seen having a look into how things played out via your account backend. 

Seamus
Square, Australia
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Thanks Seamus, I did have a quick look at the 'Estimates' feature but it didn't give me the flexibility I wanted, plus I needed to collect a deposit before job start.

I have a feeling this is an old bug, and the only way out is to ask for an absolute amount rather than a percentage, thus there cannot be any calculation errors.

 

Filing a ticket

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