Deposits / Bonds

MyHallWizard can handle deposits in two common scenarios.

Scenario 1: Partial Deposit with Balance Payment Later

When you want to charge a deposit upfront and collect the remaining balance later:

1. Create the booking as normal.

2. Generate an invoice for the booking.

3. Edit the invoice line by clicking the pencil icon. The invoice line has separate Quantity, Unit Price, and Amount fields. Change the Amount to the deposit figure.

4. Update the Description to clarify it is a deposit (e.g. "Deposit for Main Hall booking").

5. Send the invoice to the customer.

6. When the balance is due, create another invoice for the same booking. MyHallWizard will automatically calculate the remaining unpaid amount.

Scenario 2: Breakages Deposit (Refundable)

When you want to charge a refundable damage deposit on top of the booking fee:

1. Create the booking and generate an invoice.

2. Edit the invoice line to combine the booking fee and deposit amount. Update the Description to make this clear (e.g. "Hall hire including £100 breakages deposit").

3. Set the Amount to the total charged (booking fee + deposit).

4. Send the invoice.

5. After the event, create a credit note invoice for the deposit refund. See Credit Notes and Refunds for instructions on creating negative invoices.

6. If there were breakages, add an additional invoice line for the damage charges.

7. Record any refund payment as a negative payment. You can do this directly from the invoice screen — the Payment dialog accepts negative amounts with the guidance "Use a negative amount for refunds".