How do I collect a deposit before scheduling a job?
Short answer
Require a deposit at booking or on quote acceptance, taken through the same link the customer already has. The slot only holds once payment clears, the amount credits against the final invoice, and your no-show problem largely disappears.
Before you start
- Payment processing connected.
- The job types that warrant a deposit.
- A fixed amount or percentage per type.
- A written refund policy.
Step by step
- 1
Pick which jobs need one
Deposits fit custom work, material-heavy jobs, and anyone with a history of cancelling.
Requiring a deposit on a small diagnostic costs you bookings.
- 2
Choose fixed or percentage
A flat amount for small jobs, a percentage of the quote for larger ones.
The deposit should scale with what a cancellation actually costs you.
- 3
Gate the slot on payment
The appointment is pending until the deposit clears, then it confirms automatically.
A held slot with no payment is a soft booking.
- 4
State the policy up front
Refundable, credited, or non-refundable, in one sentence, before they pay.
Deposit disputes are almost always about undisclosed terms.
- 5
Credit it automatically
The final invoice shows the deposit applied and the balance due.
Manual crediting is where double-charging happens.
- 6
Handle the drop-offs
Anyone who books but never pays gets a reminder, then a call before the slot is released.
Half of unpaid deposits are distraction, not rejection.
What good looks like
- No-shows fall sharply on deposit jobs.
- Material costs are covered before you order.
- Deposits credit to the invoice without manual math.
- Refund expectations are set before payment.
Common mistakes
The ways this goes wrong in money, and what to do instead.
Deposits on everything›
Small jobs lose to the competitor who does not ask.
Do this instead: Apply deposits by job type and value, not universally.
Confirming before payment clears›
You hold a slot for a booking that was never really made.
Do this instead: Keep the appointment pending until the deposit is received.
Unstated refund terms›
The cancellation conversation turns into a chargeback.
Do this instead: Show the refund policy on the payment page and repeat it in the receipt.
Frequently asked
5 questions about collect a deposit up frontRelated guides
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