Once a customer pays a deposit on a proposal, the most common follow-up question we hear is: "Will the client see the deposit on the next document I send them?" The short answer is no, not automatically — SynkedUP doesn't currently carry forward paid amounts onto subsequent proposals, change order docs, or final invoices. Each document is independent.
That's not a bug — it's how SynkedUP works today. But if you're not aware of it, the client can think their deposit "disappeared." This article walks you through what each document actually shows and how to keep the client clear on the running balance.
What each document shows
Original proposal. Shows the full project scope and total. If you set up a payment schedule at the bottom of the proposal, it will show the breakdown (e.g., "30% deposit due at signing, 40% at start, 30% at completion") — but until those payments actually come in, this is just the planned schedule.
Subsequent proposal (change order, revision, etc.). SynkedUP doesn't have a formal Change Order feature today, so most people handle change orders by creating a new proposal with the new scope. The new proposal doesn't reference the prior proposal, the deposit that was paid, or anything else from the original document. To the client, it reads as a fresh, standalone proposal.
This is the #1 cause of "where did my deposit go?" calls. If you send a follow-up proposal without explaining the prior payment, the client will assume they're being asked to pay the full new amount.
Final invoice. Shows the remaining balance only — not the deposit. The SynkedUP invoice does not include any record of prior deposit payments tied to the same job. If a client expects to see "Total: $30,000 / Deposit: $9,000 / Balance due: $21,000" on the final invoice itself, that view doesn't exist in SynkedUP today.
Sales tax — applied per invoice, independently
Sales tax is calculated on each invoice's amount on its own — not on the total job. If you collected a deposit on its own invoice and you'll later send a final invoice for the remaining balance, only the remaining balance will have sales tax applied on the final invoice; the deposit was taxed (or not taxed) when it was paid.
If your state or your accounting practice requires tax on the full job total, the cleanest fix is to bill the full job at the end (skip the separate deposit invoice). If you've already collected a deposit and need the tax math to work differently after the fact, adjust the tax on the invoice in QuickBooks Online after exporting.
Workarounds — keep your client clear
For a change order or revised proposal: Don't rely on the proposal document to communicate the deposit. Do one or more of these in the email you send with the new proposal:
State the prior deposit explicitly: "You've already paid a $9,000 deposit on this project. This change order adds $4,500 of new work; your remaining balance after completion will be $25,500."
Attach the original proposal PDF alongside the new one.
Use the payment schedule section at the bottom of the new proposal to reference the prior deposit as a paid line item.
For a final invoice: Same idea — give the client the context outside the SynkedUP invoice itself.
In the email, write: "Total project: $30,000 / Deposit paid: $9,000 / This invoice (remaining balance): $21,000."
Or attach a one-page summary doc with the running total.
For a job where you want a single, complete deposit-on-invoice document: Apply the deposit payment to the final invoice in QuickBooks Online (Receive Payment → link it to the invoice), then send the QBO-rendered invoice instead of the SynkedUP invoice. QBO's invoice format can show "Total / Deposit Applied / Balance Due."
Still have questions about a specific job?
If a client is confused about a deposit on a specific job, send us a chat with the job name and the payment dates. We can walk through the right way to communicate it from where you are now.