Advance payment invoice template you can fill in online
Reviewed in November 2026
An advance payment invoice asks for part of the price before the work begins. It names the accepted quotation, lists the full scope and takes off the balance due later. The generator above opens with a 50% advance on an app project in rupees. Change the share and download it as PDF or Word.
Advance payment invoice
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What it includes
- Business name, address, GSTIN and contact
- Invoice number and date
- Quotation number and acceptance date
- Client name, address and GSTIN
- Lines: full scope with quantity, rate, amount
- Less balance due later
- Advance before tax, tax and advance due now
- Balance trigger and due terms
- Payment instructions
Advance payment invoice: full text
ADVANCE PAYMENT INVOICE
[Pixelnest Technologies LLP]
[HSR Layout, Bengaluru] · GSTIN [number] · [billing@domain]
Invoice no.: [PN-2026-071]
Date: [6 November 2026]
Against quotation: [Q-2026-044] accepted on [3 November 2026]
Bill to:
[FreshKart Retail Pvt Ltd]
[Whitefield, Bengaluru] · GSTIN [number] · PO [number]
Description Qty Rate Amount
[Discovery and wireframes] [1] [60,000.00] [60,000.00]
[UI design, per screen] [12] [6,500.00] [78,000.00]
[Web app development, per sprint] [4] [85,000.00] [3,40,000.00]
[Android and iOS app build] [1] [1,40,000.00] [1,40,000.00]
[Hosting setup and first-year domain] [1] [12,000.00] [12,000.00]
[Less 50% balance due on delivery] [1] [-3,15,000.00] [-3,15,000.00]
Advance before GST [3,15,000.00]
GST [18]% [56,700.00]
ADVANCE DUE NOW [₹3,71,700.00]
Balance of [₹3,15,000.00] plus GST is invoiced on [delivery to the app stores].
Work starts on receipt of the advance.
Payment instructions
A/c [number] · IFSC [code] · [NEFT or RTGS]
Cancellation after work starts: the advance covers work done to that date.How a 50% advance invoice adds up
Pixelnest Technologies quoted FreshKart ₹6,30,000 for a web and mobile app. FreshKart accepted quotation Q-2026-044 on 3 November.
| Line | Qty | Rate (₹) | Amount (₹) |
|---|---|---|---|
| Discovery and wireframes | 1 | 60,000.00 | 60,000.00 |
| UI design, per screen | 12 | 6,500.00 | 78,000.00 |
| Web app development, per sprint | 4 | 85,000.00 | 3,40,000.00 |
| Android and iOS app build | 1 | 1,40,000.00 | 1,40,000.00 |
| Hosting setup and first-year domain | 1 | 12,000.00 | 12,000.00 |
| Less 50% balance due on delivery | 1 | -3,15,000.00 | -3,15,000.00 |
The advance comes to ₹3,15,000.00. GST at an example rate of 18% adds ₹56,700.00. FreshKart pays ₹3,71,700.00 now.
Listing the full scope shows the client what the advance secures. The minus line brings the total down to this payment only.
Fields an advance invoice carries
| Field | What it does |
|---|---|
| Quotation number and acceptance date | Links the advance to the agreed scope |
| Total project value | Shows the full price once |
| Advance share | 50%, 30% or the agreed figure |
| Balance due and its trigger | Delivery, handover or a milestone |
| Invoice number in the normal series | An advance is a real bill |
| Work start condition | Work starts on receipt of the advance |
| Refund terms | What happens if the client cancels |
Write the trigger for the balance in plain words. «On delivery of the app to the stores» leaves no room for argument.
Advance, retainer and proforma
| Document | When it is used | What happens later |
|---|---|---|
| Advance invoice | A share of one agreed project | Final invoice bills the balance |
| Retainer invoice | A fixed fee held for ongoing work | Work is drawn down against it |
| Proforma invoice | A preview of the final bill | Replaced by the tax invoice |
Lawyers and consultants use retainers for open-ended work. Builders, agencies and fabricators use advances for a fixed scope.
The final invoice after the advance
The balance invoice repeats the scope and subtracts the advance already paid. It quotes the advance invoice number.
| Line | Amount (₹) |
|---|---|
| Project value per quotation Q-2026-044 | 6,30,000.00 |
| Less advance billed on invoice PN-2026-071 | -3,15,000.00 |
| Balance before GST | 3,15,000.00 |
| GST 18% (example rate) | 56,700.00 |
| Balance due on delivery | 3,71,700.00 |
GST on advances can follow its own timing rules. Ask your accountant how they apply to your business.
Shares that businesses ask for
- 50% on order and 50% on delivery for custom work.
- 30% on order, 40% at a midpoint and 30% at handover for longer jobs.
- 100% upfront for small orders under a set amount.
- A fixed token amount to book a date for events and photo shoots.
- Material cost upfront when the order needs special stock.
Pick one rule per kind of order. Customers accept an advance faster when it looks standard.
Ask for the advance on WhatsApp
The best moment is the hour the client says yes. Send the advance invoice while the decision is fresh.
«Hello Ms. Iyer, this is Rahul from Pixelnest. Thank you for accepting quotation Q-2026-044. The 50% advance invoice of ₹3,71,700 is attached. Work starts the day it arrives by NEFT or RTGS.»
Send a short follow-up three days later if the advance is still open.
«Hi Ms. Iyer, the kickoff is held for FreshKart until the advance arrives. Could you share the expected transfer date?»
Common advance invoice mistakes
- No quotation reference. The advance looks like a random bill.
- Starting work before the advance clears. The leverage is gone.
- No trigger for the balance. The final payment drifts for months.
- Forgetting the advance on the final invoice. The client is billed twice.
- No cancellation terms. A refund dispute follows every stopped project.
Receipt for the advance once it arrives
The client often asks for proof the advance landed. Send a short receipt the same day.
| Field | Example |
|---|---|
| Receipt number | RC-2026-118 |
| Received from | FreshKart Retail Pvt Ltd |
| Amount | ₹3,71,700.00 by RTGS |
| Bank reference | UTR [number] |
| Against | Advance invoice PN-2026-071 |
| Balance still due | ₹3,15,000.00 plus GST on delivery |
The receipt closes the advance invoice. The balance line keeps the next payment in view.
Track the advance and the balance together
Makatea holds the advance and the balance as two payments on one schedule. It sends the WhatsApp reminder before each one is due.
When the advance arrives, Makatea records it and the balance shows what is left. Try it free for 14 days without a card.
Free on Makatea: proforma invoice template · free receipt template · free invoice generator
Frequently asked questions
What is an advance payment invoice?
It is an invoice for part of the price paid before the work or delivery. The rest is billed later.
How do I write a 50% advance invoice?
List the full scope and add a minus line for the 50% balance. Add tax on the advance and quote the accepted quotation.
Is an advance invoice the same as a proforma invoice?
No. A proforma previews the final bill. An advance invoice bills a real share of the price.
Does GST apply to an advance?
It can. The timing depends on the kind of supply, so confirm it with your accountant.
How does the final invoice show the advance?
As a minus line with the advance invoice number. The total due is the balance only.
Is this a GST e-invoice?
No. It is a commercial invoice for billing and collections. GST e-invoices are issued on the government portal.
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