The verdict in three sentences
A manufacturer selling on quotes loses orders between the "approved" signature and the deposit transfer, then time and cash chasing the balance. An online flow where the customer accepts the quote, pays a 30% deposit by card or SEPA direct debit and settles the balance through an automatic payment link costs EUR 8,000 to 25,000 excl. VAT to build. With a compliant deposit invoice and VAT declared on receipt, a realistic goal is to convert 10 to 20% of quotes directly online.
The target flow, step by step
The usual manual pattern: quote PDF sent by email, scanned signature, bank details attached, waiting for the transfer (3 to 10 days), production launch, then on delivery a balance invoice chased two or three times. Each reminder costs sales time and delays cash by 15 to 45 days.
The online flow replaces these steps: the sales rep publishes the quote in the customer area, the buyer accepts it in one click (simple e-signature), chooses a payment method, and the deposit automatically triggers the production order in the ERP. On shipping, the system issues the balance invoice and a payment link, then sends reminders at D+7 and D+15.
| Payment method | Cost per transaction (2026 order of magnitude) | Settlement time | Recommended use |
|---|---|---|---|
| European card (Stripe, Mollie, Adyen) | 1.2 to 1.5% + EUR 0.25 | D+2 to D+7 | Deposits up to EUR 5,000 |
| Commercial or non-EU card | 2.5 to 3.25% + EUR 0.25 | D+2 to D+7 | Foreign customers |
| SEPA direct debit (B2B mandate) | EUR 0.25 to 0.80 | D+3 to D+5 | Recurring balances, large amounts |
| Standard SEPA transfer | EUR 0 to 0.50 | D+1 to D+3, but manual matching | Large deposits |
| Pay by bank (open banking initiation) | 0.20 to 1% | Instant | Deposits of EUR 5,000 and more |
| B2B buy now pay later (Libeo, Mondu, Billie) | 1.5 to 4% | Immediate for the seller | Customers wanting 30 or 60 day terms |
Deposit invoice and VAT: the rules to follow
In France, since 1 January 2023, for supplies of goods as well as services, VAT is due when the deposit is received. The system must therefore issue a deposit invoice numbered in the same sequence as other invoices, with VAT calculated on the amount received, then a balance invoice that shows the total and deducts the deposit and its VAT. With the rollout of mandatory B2B e-invoicing (reception mandatory from 1 September 2026 for all companies, issuance mandatory for large and mid-sized companies), these invoices must flow through an approved platform.
| Feature to build | Cost excl. VAT (2026 order of magnitude) | Timeline |
|---|---|---|
| Online quote with acceptance and simple signature | EUR 2,500 to 6,000 | 2 to 3 weeks |
| Multi-method deposit payment (card, SEPA, open banking) | EUR 2,000 to 5,000 | 1 to 2 weeks |
| Compliant deposit and balance invoices | EUR 1,500 to 4,000 | 1 to 2 weeks |
| Balance payment link and automatic reminders | EUR 1,000 to 3,000 | 1 week |
| ERP connection (production order, status, invoicing) | EUR 3,000 to 8,000 | 2 to 4 weeks |
| Connection to an approved e-invoicing platform | EUR 1,500 to 4,000 | 1 to 2 weeks |
| Total full flow | EUR 8,000 to 25,000 | 6 to 12 weeks |
One caveat: a card authorisation expires after 7 days, so do not try to "hold" the balance on the card at order time. Collect the deposit, then request a new payment or debit the SEPA mandate on delivery.
Mini case study
Illustrative scenario: Thomas, managing director of a hotel and office furniture manufacturer near Nantes, issues 60 quotes a month with an average value of EUR 18,000 excl. VAT. He signs 25%, or 15 orders, and collects a 30% deposit, EUR 5,400 per order.
- Before: 4 days on average between approval and transfer, 3 orders a month lost in that gap, and 6 hours a month chasing balances.
- After: he assumes 2 orders saved per month thanks to immediate payment, EUR 36,000 of extra revenue, and balance collection 20 days earlier.
- Costs: a EUR 16,000 excl. VAT project, payment fees estimated at 0.6% on average over EUR 306,000 a month (17 orders), about EUR 1,840 a month.
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At a 35% gross margin, the extra EUR 36,000 in sales yields EUR 12,600 a month. The project pays back in under two months, provided the saved-orders assumption holds.
FAQ
Can the deposit and balance be charged to the same card?
Yes, by storing the customer's card with consent (merchant-initiated payment), but an authorisation is only valid for 7 days. For a 6 week production time, a B2B SEPA mandate at EUR 0.25 to 0.80 per debit is more reliable.
What deposit percentage should we ask?
In made-to-order furniture and equipment, 30 to 50% is standard. Above 50%, some public buyers and key accounts refuse, so plan a three-stage schedule instead.
Does an online deposit put off professional buyers?
Rarely, as long as bank transfer remains available alongside. In observed flows, 40 to 60% of SMEs pick card or direct debit once offered, because it skips an internal approval loop.
How is VAT handled if the order is cancelled?
You issue a credit note that cancels the deposit and its VAT, then refund. The system must keep both documents in the same numbering sequence.
Is a Shopify or PrestaShop plugin enough?
For simple deposits without quotes, plugins at EUR 50 to 300 exist. Once you need a custom quote, an ERP production order and compliant e-invoicing, custom development at EUR 8,000 to 25,000 excl. VAT remains the robust option.
Let's scope your project. Describe your quoting process, average order values and ERP: we will price the deposit, balance and compliant invoicing flow with a 6 to 12 week schedule. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.