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When a job closes and inspection is complete, the next step is returning the deposit. This is the moment of truth for the customer — clean returns get the deposit back; damage means a deduction.

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Returning a deposit

1

Open the deposit

From the Deposits list, or from the closed job’s detail panel.
2

Click 'Return Deposit'

A return panel opens with options.
3

Choose return type

Full Return, Partial Return, or Forfeit.
4

Enter the return amount

For Full: pre-filled with the deposit total. For Partial: enter what you’re refunding. For Forfeit: amount is 0.
5

Pick the refund method

Bank Transfer, Cash, PromptPay, or Other.
6

Add a return reference

Bank slip number for the refund transfer, or “Cash, in person”.
7

Add a note (required for partial/forfeit)

Explain the deduction reason. This appears on the customer’s receipt.
8

Save

A DEPRR receipt is generated and the deposit status updates.

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Return types

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Full return

Return the entire deposit to the customer. The deposit moves to Returned status. Use when the equipment came back in good condition with no damage or missing items.

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Partial return

Return some of the deposit, retain the rest. The deposit moves to Partially Returned status. Use when there was damage or missing items. Common deductions:
  • Broken or missing accessory: deduct replacement cost
  • Cleaning charge: deduct a flat fee
  • Late return: deduct a per-day surcharge
The customer sees both amounts on the receipt — what was kept and what was returned, with the reason.

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Forfeit

Keep the entire deposit. The deposit moves to Forfeited status. No money is returned. Use only when the damage or loss exceeds the deposit amount. (For damage above the deposit value, you also need to invoice the customer for the excess — read below.)

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DEPRR receipt generation

A Deposit Return Receipt is generated when you save the return: DEPRR-YYYY-NNNN.
  • DEPRR — deposit return receipt prefix (configurable)
  • YYYY — year
  • NNNN — sequence per year
The DEPRR PDF includes:
  • DEPRR number and date
  • Reference to the original deposit number (DEP-YYYY-NNNN) and the original DEPR
  • Original deposit amount
  • Amount returned
  • Amount deducted (if partial or forfeit) with reason
  • Refund method and reference
  • Customer’s signature line if you want them to acknowledge receipt of the refund

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Who returned and when

Every deposit return logs:
  • Returned by: the staff user who processed the return
  • Returned at: timestamp
  • Method: how the refund was paid
  • Reference: bank slip number for the outbound transfer
This audit trail is on the deposit detail and on the DEPRR receipt.

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Damage exceeding the deposit

If damage costs more than the deposit you’re holding:
1

Forfeit the deposit

The full amount is kept toward the damage cost.
2

Issue a separate damage invoice

Create a manual invoice on the job for the additional amount above the deposit.
3

Issue a Tax Invoice

The forfeited deposit and the additional damage invoice are both taxable. Generate the Tax Invoice covering both.
4

Notify the customer

Send the damage invoice and Tax Invoice along with the DEPRR (showing forfeit). Be specific about the damage and the cost calculation.
This is a sensitive moment — be clear, factual, and have photos and the AI Job Report ready in case the customer disputes.

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Returning to the customer’s portal

The DEPRR receipt automatically shows in the customer’s portal under their Receipts tab. The deposit section also updates: For partial returns and forfeits, the reason text from your note is visible to the customer. Be professional in what you write — assume the customer will read it.

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Editing or voiding a return

If you record a return incorrectly (wrong amount, wrong reason):
1

Open the DEPRR receipt

From the deposit’s Documents tab.
2

Click 'Void'

Provide a reason. The deposit returns to Held so you can re-record.
3

Reverse the bank transfer if needed

If you actually moved money, you’ll need to claw it back manually.
Voided DEPRR receipts are kept in the audit log.
Aim to return deposits within 5 business days of job close. Slow deposit returns are the single most common customer complaint in the rental business — fast, transparent returns are the cheapest customer-loyalty win you have.