The Deposits feature in Blossom allows nurseries to collect upfront payments that will later be refunded or applied to a future invoice. This is useful for fees like registration deposits, which are taken when a child joins and later deducted from their final invoice when they leave.
For example, if a nursery charges a £50 registration fee, this can be recorded as a deposit in Blossom. When the child leaves, the £50 can be deducted from their last invoice, ensuring accurate financial tracking.
The deposits page provides an overview of all held deposits & deposit activity. The table shows a breakdown of deposit information sorted into different categories: child, date, type, description, amount and invoice status.
Adding a Deposit
Finance > Deposits > + Add Deposit > select child > use the default or create new invoice description > select Deposit date > input Amount.
Select either ‘Add deposit to next invoice’ or ‘Mark as paid’
Add deposit to next invoice: Select this if you want the deposit amount to be added automatically to the child’s next invoice once raised. The deposit will then be reflected on the financial reports and on the deposits page.
Mark as paid: Select this if the parent has already paid the deposit (perhaps in cash), and you are currently holding the deposit amount. This will not be added to any Blossom invoices. The value of the deposit will then appear on the deposits page.
To view, edit or delete an entry, click on the arrow icon on the right-hand side of the screen.
At the top of the Deposits page, there are total calculations of deposits raised, held deposits, refunded deposits, pending deposits and pending refunds. To filter the table to view relevant entries, simply click on the box you would like to view.
Invoice Statuses
Pending Invoice: When a deposit or refund has been created and set to be added to the next invoice, it will display as pending.
Draft Invoice: When the deposit or refund has been added to a draft invoice, it will show the status in green. If you click ‘Draft invoice’ it will take you to the invoice.
Unpaid: If an invoice containing a deposit is sent and has not been paid yet, this will be reflected on the deposit. The invoice number will also be displayed and can be clicked on to view the invoice breakdown.
Paid or Marked as paid: When the deposit has been paid on the invoice or has been marked as paid on the deposits page, this will be reflected in the status.
Credit noted: If an invoice containing a deposit is credit noted, this will be reflected on the deposit. The invoice number will also be displayed and can be clicked on to view the invoice breakdown.
📌Note: We highly recommend you do not credit note an invoice with a deposit. See ‘Refunding deposits’ below for how to refund a deposit correctly.
Refunded: To refund a deposit, click the arrow to view the deposit. If marked as paid, you will be able to click the refund button. When clicked, you can choose to add the refund to the next invoice or mark as refunded.
View in Child profile
Deposit history can be viewed in the child’s profile:
Children > Select Child > Booking Pattern > Deposits.
Can I export deposit information?
Yes! Click the 3 dots next to the ‘Add Deposit’ button to export deposit information. Then, select a date field, which information you would like to export, and the file will be sent to you via email.
Invoicing for a deposit
If you have selected ‘add deposit to next invoice’ you can now raise the invoice:
Child > Finance > + Invoice > input invoice title > input invoice date > Calculate > Send.
📌Please note: If the deposit needs to be added before the child’s start date or separately from other booking pattern items, you will need to follow a slightly different process, as outlined below.
Child > Finance > + Invoice > input invoice title > input invoice date >+ Add Line Item > select Deposit > The information will auto-fill > Add Item > Send.
Refunding deposits
If you need to refund a deposit, please do not credit note the invoice. A deposit is refunded by using the method below:
Finance > Deposits > click into deposit > Refund > Select ‘Add refund to next invoice’ or ‘Mark as refunded’ > Refund.
📌Top tip: If you are using the deposits feature alongside the financial reports, please ensure the deposit and the deposit refund are added in the same way.
If you choose ‘Add deposit to next invoice’ when adding the deposit, choose ‘Add refund to next invoice’ when issuing a refund.
If you choose ‘Mark as paid’ when adding the deposit, choose ‘Mark as refunded' when issuing a refund.