Refunds & Notifications ยท Article 6.4
Email: "Deposit received โ receipt enclosed"
Dispatched the moment Clozo confirms the deposit landed (Stripe webhook or your manual mark-as-paid). Carries the deposit receipt PDF and confirms the project can begin.
Where this fits in the lifecycle
Draft
Only you can see this. Edit anything.
Sent
Email landed in the client's inbox.
Viewed
Client opened the link โ awaiting decision.
Signed
Legally binding. Audit trail captured.
Deposit paid
Money in escrow. You can start work.
In work
Project running. Final invoice ready when you're done.
Paid
Final invoice settled. Just one click left.
Completed
Closed. Archived. You did the thing.
For most freelancers, this is the email that marks the start of paid work. Both you and your client need a written confirmation that the money landed, with a receipt for tax records.
Step by step
Payment confirmed.
Either the Stripe webhook arrives automatically or you confirm via Actions โ
Mark deposit as paid manually.Receipt PDF renders.
REC-2026-NNNN is generated and uploaded to R2 (typically 3-5 seconds).
Email dispatches.
Both you and the client receive the same email with the receipt attached.
Status flips from Signed to Deposit paid. Timeline events: "Deposit confirmed via [method]", "REC-XXXX generated", "Email sent". Documents dropdown gains REC-XXXX. Inbox: one email with the receipt attached.
Why this works this way
The receipt PDF (REC-) is a separate document from the deposit invoice (DEP-). The DEP is the demand for payment ("you owe โฌX"); the REC is the acknowledgement that the money arrived ("we received โฌX on [date]"). Both are required for clean EU bookkeeping โ the DEP triggers VAT liability under Art. 65 of the VAT Directive, the REC closes the loop.
For Stripe-rail payments, the email fires within ~2 seconds of the payment_intent.succeeded webhook landing. For SEPA / out-of-band payments, the email fires the moment you click Mark deposit as paid manually. The receipt records the payment method ("Stripe card", "Bank transfer (manual)", etc.) so your accountant can reconcile against bank statements.
Troubleshooting
Keep reading
Lifecycle
Status: Deposit paid โ work can start
The deposit landed (Stripe webhook or manual confirmation). Clozo flips the status, queues the deposit receipt PDF, and starts a behind-the-scenes job to pre-render the final invoice. You can begin the work.
Proposals & Invoices
Marking a payment as paid manually โ for SEPA, cash, wire, anything outside Stripe
When a payment lands outside the auto-detected channels (SEPA bank transfer, cash, foreign wire), use `Mark as paid manually` to record it. Clozo creates the receipt, fires confirmation emails, and preserves the audit trail.
Troubleshooting & Reference
"My client says their card was declined"
Stripe returns a clear decline reason (`card_declined`, `insufficient_funds`, `expired_card`, `authentication_required`). The remediation depends on the reason โ Clozo surfaces it on the failed-payment banner; pass it to the client.