Basics
Creating Advance Payment Invoices: Correctly Billing Prepayments
Advance payments secure your cash flow on larger projects. Learn how to correctly create advance payment invoices and later offset them with the final invoice.
For larger orders, it's common to request an advance payment. This secures your cash flow and reduces your risk. But how do you correctly issue an advance payment invoice - and how do you offset it later in the final invoice? This guide explains everything step by step.
What is an advance payment invoice?
An advance payment invoice (also prepayment invoice or on-account invoice) is an invoice for a partial payment that becomes due before or during service provision. It documents the received prepayment and is tax-relevant.
Important: The advance payment triggers VAT liability - even if the service hasn't been provided yet.
When are advance payments sensible?
Larger projects
For orders over several thousand euros, an advance payment of 30-50% is industry standard. This protects you from total loss if the customer doesn't pay later.
Longer project durations
If a project lasts several months, you secure your ongoing cash flow with advance payments.
Material costs
If you have to pre-finance expensive materials or licenses, an advance payment of this amount is appropriate.
New customers
For customers without payment history, an advance payment significantly reduces your risk.
Mandatory information on advance payment invoices
An advance payment invoice must contain all usual mandatory information according to § 14 UStG:
| Mandatory information | Special feature for advance payment |
|---|---|
| Invoice issuer | Full name and address |
| Recipient | Full name and address |
| Invoice number | Consecutive like regular invoices |
| Invoice date | Issue date |
| Tax number/VAT ID | Your tax number or VAT ID |
| Service description | "Advance payment for..." with project reference |
| Net amount | Only the advance payment amount |
| Tax rate and tax amount | 19% or 7% on the advance payment amount |
| Gross amount | Advance payment incl. VAT |
Special notes on the advance payment invoice
Additionally, your advance payment invoice should contain the following notes:
1. Designation as advance payment: "Advance payment," "Prepayment," or "On-account payment" should be clearly recognizable.
2. Reference to the total order: Reference to the quote or order, e.g., "Advance payment for order no. 2025-042 from 05.11.2025"
3. Note about final invoice: "The offset will be made with the final invoice after project completion."
The final invoice: How to offset advance payments
After project completion, you create the final invoice. Here it becomes important: The advance payment must be correctly offset.
Structure of the final invoice
Final Invoice No. 2025-089
Project: Website Redesign
Order No. 2025-042 from 05.11.2025
Total service:
- Concept and design 2,500.00 €
- Frontend development 3,500.00 €
- CMS integration 1,000.00 €
─────────────────────────────────────────
Subtotal net 7,000.00 €
plus 19% VAT 1,330.00 €
─────────────────────────────────────────
Total gross 8,330.00 €
Less received advance payments:
- Advance payment from 12.11.2025
(Invoice No. 2025-067) -2,500.00 € gross
thereof VAT 19% -399.16 €
─────────────────────────────────────────
Remaining amount 5,830.00 €
Important rules for the final invoice
1. Gross offset: The advance payment is deducted as a gross amount - including the VAT already paid.
2. VAT statement: Show the VAT contained in the advance payment separately. This is important for correct tax calculation.
3. Invoice reference: Mention the invoice number and date of the advance payment invoice for unique assignment.
VAT on advance payments
VAT becomes due as soon as you receive the advance payment - not only upon service provision. This is called "minimum cash-basis taxation."
Example
You receive an advance payment of 2,380 € gross (2,000 € net + 380 € VAT) on 15.11.2025.
- November 2025: You report 380 € VAT in the VAT advance return
- Project completion January 2026: You issue the final invoice for the remaining amount
- January 2026: You only report the VAT from the remaining amount
Booking with cash-basis taxation
If you apply cash-basis taxation (common for small business owners and many freelancers), VAT only becomes due upon payment receipt anyway - i.e., upon receipt of the advance payment.
Multiple advance payments
For larger projects, multiple advance payments are also common, e.g.:
- 30% upon order placement
- 30% after concept approval
- 40% after project completion (final invoice)
Each advance payment receives its own invoice with consecutive number. In the final invoice, all advance payments are listed and offset.
Advance payment vs. progress invoice
The terms are often confused, but there are differences:
| Advance payment invoice | Progress invoice |
|---|---|
| Before service begins | During service |
| Flat amount | For provided partial service |
| No partial service provided | Partial service defined and provided |
| Offset in final invoice | Offset in final invoice |
In practice, the distinction is often fluid. Fiscally, both are treated similarly.
Advance payment and cancellation
What happens if the project is canceled?
Project not carried out
If you don't provide the service and refund the advance payment, you must cancel the advance payment invoice and issue a credit note.
Partial service provided
If you've already provided services, you issue a final invoice for the actually provided services and offset the advance payment accordingly.
Customer doesn't pay
If you don't receive the advance payment even though you've issued an advance payment invoice? Then you don't have to pay VAT - it only arises upon payment receipt.
Best practices
1. Clear agreement in the quote
Already specify in the quote when which advance payment becomes due. This prevents discussions later.
2. Payment deadline for advance payment
Set a short payment deadline (7-14 days) and only start the project after payment receipt.
3. Clear designation
Write "Advance Payment Invoice" in the subject - so it's immediately clear what it's about.
4. Project reference
Always refer to the order or quote so the assignment is clear.
5. Digital documentation
Link advance payment invoice and final invoice in your accounting software for clean assignment.
Conclusion
Advance payment invoices are an important instrument for securing your cash flow. Correct issuance is not complicated - you need all usual mandatory information plus a clear reference to the project. With the final invoice, careful offsetting is important so the VAT is correct.
With Clever Invoice, you can create advance payment invoices with a few clicks and have them automatically offset with the final invoice - saving you time and avoiding errors.
Frequently asked questions
How high should an advance payment be?
Industry standard is 30-50% of the order value. For high material costs that you must pre-finance, a higher advance payment can also be appropriate. What's important is that the amount is proportionate to the risk and understandable for the customer.
Do I have to calculate VAT on an advance payment?
Yes, VAT becomes due upon receipt of the advance payment - not only upon project completion. So you calculate 19% (or 7%) on the advance payment amount and pay it to the tax office.
What if the customer doesn't pay the advance payment?
Then there's also no VAT liability for you. The tax liability only begins with payment receipt. However, you should wait to start the project until the advance payment has been received.
Do I need a separate invoice number for the advance payment?
Yes, the advance payment invoice is a full invoice and needs its own consecutive invoice number. It's kept separate from the later final invoice.
Can I request advance payments as a small business owner?
Yes, even as a small business owner according to § 19 UStG you can request advance payments. Since you don't show VAT, the question of tax payment upon payment receipt doesn't arise. Your advance payment invoice contains the reference to the small business regulation.