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Keeping track of deposits is a big part of running a smooth catering business. With CaterZen, you’ve got all the tools to create, track, and apply deposits without breaking a sweat. Here’s an easy-to-follow guide that pulls together everything you need to know about handling deposits like a pro. 


What is a Deposit?

A deposit is an upfront payment made by a customer to secure their order. In CaterZen, even full payments made in advance are recognized as deposits in the system until the service has been provided. This ensures accurate tracking and reconciliation of your financial records.

Important Note: Any payments taken for an order before the order day will be applied as a deposit. On the day of the order, the deposit will be automatically applied by the system as a payment after the serve time of the order. This change ensures that your Sales Journal Report calculates properly.

  • Before the date of the order, the deposit will show in your Sales Journal as: Invoice: Prepaid.

  • On the date of the order and after the serve time, the deposit will automatically apply as a payment and will show in your Sales Journal as: Deposit Applied.

Example: An order is placed for February 20th at 2:00 PM. On January 31st, the customer pays for the order in full. That payment will remain under the deposit column until the day of the order. Then the deposit will automatically change from a deposit to a payment on February 20th at 2:01 PM.


Creating a Deposit

**Click here for an Interactive Click-through Guide: Creating a Deposit

Creating a deposit is super straightforward in CaterZen. Here’s how you do it:


Step 1: Access the Order


    1. Go to the Accounting Tab, click Invoices/Catering Tickets.


    2. Select Date Range - Filter by the date of the event for which you want to place a deposit.

    3. Select Locations to include (if applicable) - Choose the appropriate location(s)

    4. Click Apply Filters - Apply the selected filters to proceed.

5. You’ll see a list of your orders for that date range, including any payment statuses. Go to the Deposits column.   

Step 2: Create the Deposit


    1. Under the Deposits Column - Select Create/Edit Deposits.

    2. Select Create a New Payment/Deposit.   

Step 3: Enter the Payment Details


    1. On the payment pop up screen:

  • (1) Is this a payment or deposit?: Choose Deposit

  • (2) What is the amount of the payment?: Enter the total amount you are recording (e.g., $500.00)

  • (3) What is the payment method?: All of your available payment types are listed. In this example we are processing a Credit Card through CaterZen.

  • (4) Process the payment with Braintree: If processing the deposit with a Credit Card through the system, ensure this box is checked. 

  • (5) Choose an existing Credit Card: Either enter new credit card details or choose from an existing stored credit card.

  • (6) What date do you want to record for this payment?: Confirm the deposit date.

  • (7) Notes/Comments: This is a place to leave any internal details for yourself or your Team. A Best Practice: If you have more than one person who adds Deposits/Payments - record the person who applied this payment. That way you know who to speak with if you have any questions.

  • (8) Save this Payment: Click this once all the correct information has been entered.     

Step 4: Verify the Deposit


    1. Back on the Invoices/Catering Tickets screen, you’ll see the Deposit reflected in the orange box and an updated Balance Due.

    2. Boom—your deposit is now linked to the order and ready to track.     

How to Apply a Deposit

Once the event rolls around, deposits are applied automatically.

  1. Automatic Application:

    • Deposits are applied automatically after the event’s serve time. For example, if your event is at 2:00 PM, the deposit will turn into a payment at 2:01 PM that same day. 



Tracking Deposits with the Deposit Report

Deposits can be tracked in two ways:


-Sales Journal Report – This is a comprehensive way to review all financial activity for a specific date or range of days. It includes both Deposits Received and Deposits Applied, along with other key financial data, making it a great tool for a big-picture view of your transactions.


-Deposit Report – If you're looking for a detailed breakdown focused specifically on deposits, this report is your best friend! It provides a full view of all deposit activity, including balances and how they are being used. Here's how to use it: **Click here for an Interactive Click-through Guide: Tracking Deposits with the Deposit Report

  1. Click on the Deposit Report link under the Accounting Tab.    
  2. Use filters to narrow down deposits by:
    • Status: Show all, applied, or unapplied deposits.
    • Location: Filter by all or specific locations.
    • Event Date Range: See deposits for specific dates.  
  3. The report will show all deposits—applied, unapplied, and remaining balances.


If you spot an unapplied deposit, just click the Apply icon next to it, confirm in the pop-up, and it’s taken care of. You can even export the report to Excel if you like to dig deeper into the numbers.

Tips to Keep Things Running Smoothly

  1. Check Deposits Daily:

    • Make it a habit to review deposits every day so nothing slips through the cracks.

  2. Double-Check Details:

    • When creating deposits, make sure the amount and payment type are correct. Fixing errors later can be a hassle.

  3. Let Automation Do the Work:

    • Take advantage of CaterZen’s automatic deposit application. It’s one less thing to worry about!

  4. Use the Deposit Report Regularly:

    • Check the report weekly to keep tabs on deposits and make sure all payments are squared away.

By following these steps, managing deposits in CaterZen becomes a breeze. Whether you’re setting up payments ahead of an event or keeping track of unapplied balances, you’ve got everything you need to stay on top of your accounting game.