Projects with deposit/prepayment

  • 4 June 2021
  • 2 replies

Userlevel 6
Badge +7

I would like to setup the Project module to track our consulting projects, most of which are prepaid. For example, let’s say we invoice a customer for 8 hours of work. I would like this to show up as a liability in our GL and project.

As our consultants work on the project, I would like the project billing to automatically deduct from the prepaid amount and to generate a $0 invoice. Can this be automated? It doesn’t look like you can have an allocation or billing rule that looks at the balance of another account group in the formula, so I’m not sure it is possible. The expectation is that consultants will not go over the number of hours that have been sold without an approval so I would actually be fine having to look at a custom report that shows projects that are over budget… 

Guidance/advice from project experts is appreciated 😊

P.S. there should be a “Project” sub forum on this community!

2 replies

Hi Gabriel


I am trying to solve a similar but slightly different problem where a PO is provided by a customer for work on multiple projects and I need to track the balance of the issued PO across the projects. 


For your challenge, and I am sure you have thought of it, could you process the prepayment as a payment on account for the client. And then add the pre-paid hours to the project budget and set the project to not allow hours to be booked over budget. 


When the project invoice is raised you can settle it against the cash on account.






Userlevel 6
Badge +7

@mbrown30 I’m not sure using a prepayment is OK from an accounting standpoint, since we will be issuing an invoice (for tax purposes, but also because customers want to have one to pay). Also, accounting would need to make sure to check for prepayments before sending the invoices out every month, which is something I’d like to avoid.

My other idea is to build a customization that would look at the balance of a specific account group in the project during billing, and auto-add a line that will credit the amount on the invoice up to the deposit amount - but it’s something I’d like to avoid if possible :) 


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