Customer deposits
A customer wires you 5,000 USD to hold a car before the invoice is ready. That’s a customer deposit — money received against a future sale. It’s held against the buyer, not counted as revenue, until an actual sale happens.
Recording a deposit
Section titled “Recording a deposit”On the Cars page or the buyer’s counterparty page, click Record customer deposit. Pick:
- Buyer counterparty (required).
- Vault receiving the money.
- Amount + currency.
- Date.
- Reference cars (optional — what the deposit is intended for).
Recording a deposit adds the money to the chosen vault and holds it against the buyer, tagged to their counterparty. To see how that’s recorded in your books, see How your money flows.
Clearing at invoice time
Section titled “Clearing at invoice time”When you issue an invoice to that buyer, the platform looks up open deposits for the counterparty and applies them against the invoice automatically.
You see this as a “Deposits applied” line on the invoice summary. The amount the buyer still owes you opens for the remaining balance only.
Refunding a deposit
Section titled “Refunding a deposit”If the deal doesn’t happen, refund the buyer from the same vault using the Refund deposit action on their counterparty page. The platform validates the buyer has enough open deposit to refund (no overdraft).
What you’ll see in reports
Section titled “What you’ll see in reports”- The vault balance reflects the deposit.
- Amounts owed by the buyer (AR) do NOT show the deposit as a negative balance — it’s tracked separately as a held deposit until it’s applied to a sale.
- Reports show the running total of unapplied deposits across all buyers.