Deposit invoices: rules and example (Belgium)

Published on 15/07/2026 · By Antoine Lemmens, Eazyclick. Every rule links to its official source.

Building work, bespoke orders, events: asking for a deposit on signing is common, and often protects your cash flow. But deposits have their own VAT and invoicing rules. Here are the essentials for Belgium, with a worked example. For the Peppol requirement, see the complete guide to Peppol in Belgium.

What is a deposit invoice?

A deposit invoice is an invoice for a partial payment received before delivery or completion of the service, for example 30% when a quote is signed. It is a full invoice, with VAT and a number from your invoice sequence. At the end, a final invoice shows the total and deducts deposits already invoiced.

It should not be confused with a pro forma invoice, which is simply an offer presented as an invoice and has no invoice status.

Is issuing a deposit invoice compulsory?

Yes, when your customer is a business subject to VAT or a legal entity. A deposit received before delivery makes VAT due on the amount received, and Belgium's FPS Finance requires an invoice as soon as VAT becomes due on all or part of the price, before the transaction itself. The deposit invoice therefore follows receipt of payment.

Sources: FPS Finance, accounting and invoicing (“where, before goods are supplied or services provided […], the tax becomes chargeable”) and the European VAT Directive, Article 65: for a payment on account, tax becomes chargeable on receipt, on the amount received.

When must you issue the deposit invoice?

No later than the 15th day of the month following the month in which VAT became due, which, for a deposit, is the month it was received. A deposit received on 10 March must therefore be invoiced by 15 April. VAT is declared for the period in which payment was received.

Source: FPS Finance, timing of invoice issue. To request a deposit before receiving it, send the signed quote or a payment request; the deposit invoice follows receipt of payment.

Do private customers need a deposit invoice?

As a general rule, an invoice is not compulsory for a private customer buying for personal use. However, FPS Finance lists exceptions where it is still required, including construction work and the supply of goods for constructing a new building. A building contractor receiving a deposit from a private customer must therefore invoice it too.

Source: FPS Finance, invoicing obligations. Even where it is not compulsory, a deposit invoice reassures the customer and makes the balance easier to calculate.

How do you write a deposit invoice? A worked example

A deposit invoice carries the heading “deposit invoice”, a number from your invoice sequence, the quote reference, the deposit percentage or amount, the amount excluding VAT, the VAT rate and amount, and the total payable. The remaining details are those of any invoice: party details, VAT numbers and date.

Example for an accepted renovation quote of €10,000 excl. VAT, at a rate of 21%:

• Deposit invoice no. 2026-041 (30%): €3,000 excl. VAT + €630 VAT = €3,630 incl. VAT, reference “quote D-2026-017”.
• Final invoice no. 2026-058: total work €10,000 excl. VAT, less the invoiced deposit (invoice 2026-041) of €3,000, leaving €7,000 excl. VAT + €1,470 VAT = €8,470 incl. VAT.
• In total, the customer has paid €12,100 incl. VAT, exactly matching the quote: €10,000 + €2,100 VAT.

The rate depends on the transaction: certain home renovation works qualify for a reduced rate. Check with your accountant before preparing the quote.

How do you prepare the final invoice?

The final invoice shows the transaction's total amount, then deducts deposits already invoiced, citing their invoice numbers. VAT is calculated only on the remaining amount, as VAT on the deposits has already been invoiced and declared. The customer can see the total, what they have paid and what remains payable.

If the final amount is less than the deposits invoiced, for example after part of the work is cancelled, the difference is corrected with a credit note.

Does a deposit invoice go through Peppol?

Yes, when your customer is a Belgian business subject to VAT. The requirement covers every invoice within this scope issued since 1 January 2026, and a deposit invoice is a full invoice. The final invoice also goes through Peppol. For a private customer, a PDF is still possible.

Source: B2B FAQ, question 14, efacture.belgium.be. Check beforehand that your customer can be reached using our Peppol check guide.

How does Eazyclick manage your deposits?

In the Quotes & invoices module, a quote signed online becomes a deposit invoice for the percentage you choose, then a final invoice that automatically deducts the deposit. Each invoice is sent with its payment link, in Peppol format for business customers, and reminders trigger automatically at the set deadlines.

Discover the Quotes & invoices module: from €35/month over 24 months (€44 over 12 months), plus a one-off setup fee of €190, available as an add-on to any pack or as an option in the Booster pack.

Frequently asked questions about deposit invoices

What is the difference between a pro forma invoice and a deposit invoice?

A deposit invoice is a full invoice: it includes VAT, is recorded in the accounts and, between businesses, goes through Peppol. A pro forma is only an information document before a sale, with no VAT effect. Find the full details in our pro forma invoice guide.

Can you invoice several deposits for the same building project?

Yes: each deposit received generates its own deposit invoice, and the final invoice deducts them all, citing each invoice number.

The work is cancelled after the deposit: what should you do?

Issue a credit note against the deposit invoice for the amount refunded or no longer due. Discuss any amount you may retain under a contract clause with your accountant.