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Take a Deposit on a Work Order

Collect a deposit on a custom job or repair before the invoice exists. Auto-applies as a credit when the invoice is created at completion.

Take a Deposit on a Work Order

For custom jobs, big repairs, or any work that takes time, you’ll often want to collect a deposit at intake — before any invoice exists. JewelTrak handles this end-to-end: take the money, hand the customer a receipt, and the deposit auto-applies as a payment line when the invoice is created at completion.

If the job gets cancelled, you refund the deposit. No orphan voided invoices.

When to use this vs. the invoice payment flow

SituationUse
Customer is paying against a finished invoiceInvoice Payments tab → recordPayment / Charge with Terminal
Customer is paying against a work order with no invoice yetWork order Deposits card

The Deposits card on /work-orders/[id] is hidden once the work order is invoiced — at that point payments belong on the invoice.

Take a manual deposit (cash / check / wire / ACH / Stripe charge-ID)

  1. Open the work order. Find the Deposits card.
  2. Click Take Deposit.
  3. Enter the amount + pick a payment method.
  4. The Reference label changes per method — “Check number”, “Stripe Charge ID”, “Wire reference”, etc.
  5. Optional notes.
  6. Record Deposit.

JewelTrak inserts a payments row (cash-flow capture) plus a repair_deposits row tracking the deposit lifecycle.

Charge via paired Stripe Terminal reader

If the work order’s store has a paired Stripe Terminal reader, you’ll see a Charge via Terminal form above the manual deposit form.

  1. Enter the amount + pick a reader (if multiple paired).
  2. Charge via Terminal.
  3. A banner replaces the form: Charging $X on [reader]… Waiting for the customer to tap, insert, or swipe their card.
  4. Customer presents the card. The reader processes it; the banner flips to green ✓ when payment confirms.
  5. The deposit row appears in the list. Polling auto-clears after ~3 seconds.

If the charge fails (timeout, decline, cancel) the banner turns red with the reason. Dismiss to try again.

Print / email the receipt

Each deposit row has a Receipt PDF link. It opens a one-page document in a new tab with your shop branding, the deposit amount in a prominent green box, the work order #, payment method + reference, optional notes, and a signature line. Hand it to the customer or email/text it from the print preview.

Refund a deposit

If the customer changes their mind and the job hasn’t started — or the job is being cancelled — click Refund on the deposit row.

  • The underlying payment is voided (existing payments.VoidedAt path).
  • The deposit row flips to Refunded status.
  • If the deposit was paid via Stripe, you also need to refund the charge in your Stripe dashboard — JewelTrak doesn’t currently fire the refund to Stripe automatically from the deposit flow. (Coming.)

You can’t refund a deposit that has already been applied to an invoice — refund through the invoice instead.

What happens when the work order is invoiced

When status transitions to ready_for_pickup, JewelTrak auto-creates the customer invoice. As part of that, every deposit with status collected for this work order becomes a paymentdetails line on the new invoice — linked back to the original payments row so the cash flow is preserved.

The deposit’s status flips to Applied with AppliedToOrderID set. The invoice’s outstanding balance is reduced by the deposit amount.

See also

  • Charge a Card on the In-Store Reader — invoice-side Stripe Terminal flow
  • Applying Payments — broader payments model
  • Refunds and Voids — invoice-side refund flow