Set defaults
VAT, deposit, and terms that match how you operate.
Resources • invoices • VAT • payments
Invoices and payments: VAT, deposits, online vs offline
A practical guide to keeping billing consistent: invoice defaults, deposits, online payments (if enabled), and how to keep your audit trail complete with offline payments too.
- Invoices
- VAT
- Deposits
- Payments
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Guide summary
Issue consistently
One invoice process, not ad-hoc variations per job.
Track payment
Online pay links (if enabled) plus offline status tracking.
Who this is for (and when to use it)
Use this when you want billing to be predictable and reconciled — without invoice and payment status drifting.
- Office/admin teams: set defaults once so every invoice starts from the same rule.
- Ops leads: keep invoice lifecycle consistent (draft → issue → reminders → paid).
- Teams taking payments: track online and offline payments so totals reconcile.
Setup defaults (VAT, deposit, terms)
Defaults reduce mistakes and make totals consistent across your team.
- VAT defaults: decide the typical VAT behaviour so new invoices start correct.
- Deposit defaults: if you use deposits, standardise the rule and when it applies.
- Payment terms: keep “due in X days” consistent so reminders make sense.
Policy checklist (recommended)
- Deposit rule: percentage vs fixed amount, and when it’s required.
- VAT note: decide how VAT is shown and when it may be overridden.
- Reminder cadence: e.g. day 0 / day 7 / day 14 (pick one).
- Who can edit: restrict billing changes to avoid ad-hoc variations.
Invoice lifecycle (draft → issue → reminders → paid)
Use one repeatable lifecycle so finance and operations stay aligned.
Step 1
Create a draft
Confirm client contacts, line items, VAT, and deposit (if applicable).
Step 2
Issue and record the send
Send/download the invoice output from the system so the audit trail stays joined up.
Step 3
Track payment status
Whether paid online or offline, keep status and notes up to date.
Online pay links vs offline payments
Choose what fits the client and job. The key is that the system stays accurate either way.
Offline payment
Online pay link (if enabled)
Speed
Depends on client process.
Often faster for smaller invoices.
Reconciliation
You record status and notes.
Payment events can be visible alongside the invoice.
Client preference
Fits procurement-heavy clients.
Fits card-paying clients.
Template: offline payment note
- Paid date: date received/cleared.
- Method: bank transfer / cheque / purchase order / other.
- Reference: bank reference or PO number.
- Who confirmed: name/initials of staff member.
Common pitfalls (and how to avoid them)
Most billing problems come from inconsistent defaults and unclear rules.
- VAT toggles: decide a default approach and only override deliberately.
- Deposit vs balance: agree when you issue deposit invoices vs balance invoices so “amount due” stays unambiguous.
- Wrong contacts: keep invoice recipients up to date in client records.
Common questions
Quick answers on deposits, VAT defaults, and payment tracking.
Can we take deposits?
Yes. Set a clear deposit rule (amount or %) and keep it consistent across quotes and invoices so clients understand what is due and when.
Can clients pay online?
If online payments are enabled for your workspace, invoices can include pay links so clients can pay by card. If not enabled, you can still record offline payments and keep an audit trail.
How do we track offline payments?
Record payment status and notes in the system so your invoice history stays complete, even when payment happens outside of the portal.
Does Fire Door App calculate VAT automatically?
Fire Door App supports invoice defaults and totals, but you should confirm VAT rules and rates for your business and clients.
Next step
Keep billing clean on one pilot job.
Set defaults, issue one invoice, and keep payment status accurate — whether paid online or offline.