Wrap design and production allocation ledger
Trace one collection into its approved design and production uses.
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| Job reference | Design agreement reference | Gross collected amount | Approved design allocation | Accepted production reference | Approved production allocation | Office owner role |
|---|---|---|---|---|---|---|
| Wrap-job-example-1 | Design-agreement-example | 600, illustrative | 400, illustrative | Production-approval-example | 200, illustrative |
- Starting records are fictional examples, not merchant evidence.
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Keep wrap design money separate from production money until the accepted agreement explains how each payment applies. A customer paying for artwork has not necessarily approved printing or installation. Record the design scope, accepted production version and allocation of collected funds. Your office needs one payment history without treating every deposit as permission to begin every stage of the job.
Use with this guide
wrap deposit and material-funding guide
The wrap deposit and material-funding guide separates approved collections from production cash commitments.
design-cancellation refund register
Use the design-cancellation refund register when the accepted allocation needs a payment correction.
Browse the complete vehicle wrap guides and worksheets.
Identify what the first payment purchases
Read the accepted design scope and payment terms before labeling the collection a production deposit. The first payment might cover concept work, a defined revision allowance or a deposit credited toward later production. Those arrangements produce different handoffs. Use the actual agreement instead of a standard assumption about every design retainer. This worksheet does not determine refund rights, earned revenue or tax treatment.
Record the design version and work milestone tied to the payment. If the customer later changes the vehicle or coverage, preserve the previous record rather than rewriting the original scope to match the latest conversation. The designer should know which work has approval. The bookkeeper should know which collection paid for which accepted obligation. A CRM label saying “deposit paid” leaves both questions unresolved. The wrap deposit and material-funding guide separates approved collections from production cash commitments.
Approve production as a separate decision
Retrieve the accepted artwork and current production quote before ordering film or sending files to the printer. A design approval and payment authorization are different records. Check the buyer’s role for a fleet job, especially when a driver delivered the vehicle but another office approves the invoice. Record the actual permitted contact route and keep customer details inside the approved shop system.
The allocation ledger records the job reference, design agreement reference, gross collected amount, approved design allocation, accepted production reference, approved production allocation and office owner. Use internal codes and aggregate amounts. Keep card credentials, customer contacts and private artwork outside the public worksheet. Its rows organize the handoff but do not authorize printing, create a contract or determine which funds the shop may legally use.
Trace a fictional retainer without counting twice
Consider an illustrative $600 collection with an accepted $400 design allocation and $200 credited toward an approved production deposit. The allocations total $600. Do not record a new $200 receipt merely because the customer moves to production. If the agreement instead applies the full $600 to design, the production balance must use that actual arrangement. The example is not a BlueFinch price or a standard wrap-shop policy.
Check that the invoice and payment records show the same allocation. A credit applied between stages is not a new card transaction. A refund is also separate from a design credit or revised invoice. Stripe’s refund documentation illustrates provider-specific status and original-method handling, but your account needs its own supported instructions. Preserve correction references instead of deleting the original collection from the history.
Sources for this section: Stripe: refund destinations, funding, statuses and failures
Hand the accepted balance to production
Give production staff the current approved scope, readiness milestone and payment handoff reference. Keep expected collections separate from verified completed payments. A promised deposit or sent link does not fund an immediate material order. Check the actual provider status and the usable cash position before a commitment, while retaining the commercial approval as its own record.
Reflect on any changes after another design revision or production cancellation and update the approved allocation in the ledger and update the customer via normal communication channels. Owners can then see how their design work was paid for and what production obligation(s) remain open to be funded. Internal transfers need to be reflected accurately in the ledger to avoid being reported as additional revenue, and to prevent unapproved design work being printed. Use the design-cancellation refund register when the accepted allocation needs a payment correction.
Primary sources
BlueFinch last reviewed these sources on October 4, 2026. Payment rules and state requirements can change.
Use this page for general business information. It is not legal, tax, or accounting advice.