Send Window Deposit Invoice
Streamline your window and door business by automatically generating and sending deposit invoices the moment a customer order is confirmed. Eliminate manual billing delays and accelerate cash flow.
When
Order Confirmation Received
Then
Deposit Invoice Sent to Customer
3 hours per day
Time Saved
40% faster cash flow
ROI Impact
To automatically send window deposit invoices, connect your order management system to an invoicing tool that triggers when orders are confirmed. The system generates deposit invoices with calculated amounts based on your terms, sends them to customers via email, and tracks payment status—eliminating manual invoice creation and accelerating cash flow by 40%.
How This Automation Works
Order Confirmation Received → Deposit Invoice Sent to Customer
Order Confirmation Captured
When a customer order is confirmed in your management system, all order details are captured including customer contact information, project specifications, window/door selections, measurements, total contract value, and agreed-upon deposit percentage.
Deposit Amount Calculated
The system automatically calculates the deposit amount based on your configured business rules, whether it's a fixed percentage, tiered structure based on order value, or custom rate for specific product types. All calculations are applied consistently according to your billing policies.
Professional Invoice Generated
A branded deposit invoice is created with all relevant details including itemized products, deposit amount due, payment terms, due date, and payment instructions. The invoice format matches your company branding and includes all legally required information.
Invoice Delivered to Customer
The completed deposit invoice is automatically emailed to the customer with payment links for online payment options. The email includes a professional message thanking them for their order and clearly outlining next steps in the project timeline.
Invoice Recorded and Tracked
The invoice is logged in your accounting system with a unique reference number, and tracking begins for payment status. The system monitors for payment receipt and updates the order status accordingly, maintaining a complete audit trail.
Payment Reminders Automated
If payment is not received by the due date, automated reminder emails are sent to the customer at configured intervals. Team members receive notifications about overdue deposits requiring attention, ensuring no follow-ups are missed.
How It Works
Window and door installation businesses lose valuable time manually creating and sending deposit invoices after each order confirmation. This process automation instantly generates professional deposit invoices when orders are placed, automatically calculates deposit amounts based on your business rules, and sends them directly to customers via email. The system tracks invoice status, sends payment reminders, and updates your records when deposits are received. By eliminating manual invoice creation and delivery, you reduce billing errors, accelerate payment collection, and free your team to focus on project execution rather than administrative tasks. Perfect for window replacement companies, door installation contractors, and custom millwork businesses managing multiple concurrent projects.
The Trigger
When a customer order is confirmed in your management system, the process automatically initiates deposit invoice generation. The trigger captures order details including customer information, project specifications, total contract value, and deposit percentage requirements.
The Action
The system generates a professional deposit invoice with calculated amounts, company branding, payment terms, and project details. The invoice is automatically sent to the customer via email with payment instructions and links, while a copy is stored in your records with tracking enabled for payment status monitoring.
Common Use Cases in Window door
- Residential window replacement company processing 15-20 orders weekly needs to send deposit invoices immediately to maintain cash flow for material purchases from suppliers
- Commercial door installation contractor managing multiple concurrent projects requires consistent deposit collection across all jobs with different contract values and terms
- Custom millwork business offering bespoke window solutions needs to collect 50% deposits on high-value orders before beginning fabrication of custom components
- Multi-location window and door franchise wants standardized deposit billing across all locations while maintaining individual branding and payment terms
- Storm window installation company experiences seasonal demand spikes and needs to process high volumes of deposit invoices quickly during peak selling seasons without adding staff
Results You Can Expect
Accelerated Cash Flow
By sending deposit invoices immediately upon order confirmation, you reduce the time between order and payment. Customers receive invoices while the purchase is top-of-mind, leading to faster payment and improved cash flow to fund material purchases and operations.
Eliminated Manual Data Entry
Automatic invoice generation eliminates the need for administrative staff to manually create invoices, enter customer data, calculate deposit amounts, and send emails. This time savings allows your team to focus on customer service, sales follow-up, and project coordination.
Consistent Billing Accuracy
Automated calculations ensure deposit percentages are applied correctly every time, eliminating math errors and inconsistent billing practices. This professionalism builds customer trust and reduces disputes that delay payment.
Complete Payment Visibility
Centralized tracking of all deposit invoices provides instant visibility into which projects are paid, pending, or overdue. This visibility enables better cash flow forecasting and helps identify projects that need follow-up before production scheduling.
Frequently Asked Questions About This Automation
Most window and door contractors charge 25-50% deposits, with 33% being most common. The percentage depends on project size, material costs, and lead times for custom orders. Larger projects may require higher deposits to cover material procurement costs.
Set Up Automated Deposit Invoicing in Minutes
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