Using Deposit Requests

Helcim Invoicing lets you request deposits from customers while tracking both the deposit and total payment within the same invoice. Click on any Due invoice within the Invoices section of your Helcim account and perform a variety of actions including view online, print, create PDF, send email copy, request deposit, duplicate the invoice, send pay now email, or process a payment.

In this section:

• Request a deposit 
• Cancel a deposit

Request a Deposit

If you have a DUE invoice and select Request Deposit from the actions menu, an email will be sent to remind your customer that they have an outstanding invoice. This email will include a link to their invoice with a Pay Deposit button so they can easily make a deposit.

Click on Request Deposit to open the email options. The form will auto-populate with the customer's information that is saved in the customer profile or invoice. You can click through the text boxes to edit the To, From, Subject, and Email Body fields.

To determine the amount of the deposit, use the Deposit field and click on % for a percentage of the invoice total or $ for a specific deposit amount for your customers. You can also determine a due date for the Deposit by using the Due Date field.

Once you have your email content and deposit amount in place, click on Send in the upper right hand corner of the screen.

You will see a confirmation message pop-up in the top right-hand corner of your screen confirming the message has been sent.

When your customer receives the email and opens the URL in the email they will see a copy of their invoice which they can pay by clicking Pay Deposit. They can also download the invoice with the Download PDF button, or leave a note on the invoice with the Notes button.

Once the deposit has been completed, the Invoice will now be updated to reflect the Amount Due.

After your customer has made their deposit it will show in the Transactions section of the Invoice overview. If a refund or void of the deposit is needed, can follow the same procedure found here.

Canceling or Changing a Deposit Request

To change a deposit amount it must first be canceled and then another deposit request must be created with the new amount.

Deposit Requests can only be canceled if the customer has not made the deposit payment. To cancel a Deposit Request, click the Actions dropdown and select Cancel Deposit.

Click Yes to confirm.

You will then see an onscreen confirmation that the deposit has been canceled.