Request Clients Deposits
Online Effortlessly
Invoice Fly allows you to generate instant quotations and send them by email with just a few clicks. Win more jobs and kick-start new projects anytime, doesn’t matter if you’re in the office or on the job site, we’ve got you covered.
Quotes vanishing into thin air? Transform no-responses into solid commitments.
Easily request a deposit online to your customers with a single click.
Invoice Fly transforms radio silence into solid commitments with professional estimates, client engagement tools, and seamless payment options that finalize the deal.
Improved Cash Flow
Getting deposits upfront provides immediate working capital for materials and initial expenses, reducing your out-of-pocket costs.
Client Commitment
When clients put money down, they’re much less likely to cancel or delay projects, reducing your risk of schedule gaps.
Reduced Payment Chasing
By establishing a payment pattern from the start, clients are conditioned to pay promptly throughout the project.
Time Savings
Create and send quotes on the spot during client meetings, with deposit payment links included—no need for follow-up paperwork or separate invoicing.
Project Scheduling
With deposits secured, you can confidently schedule crew, equipment, and materials, knowing the project is confirmed.
Financial Protection
Deposits help protect against complete loss if a client cancels after you’ve already invested time in planning or purchased materials.
Tips to Request a Deposit
from Clients Politely
Requesting deposits from clients can feel awkward, but it’s an essential business practice. When done tactfully, asking for upfront payment can actually enhance your professional image while protecting your business. Here’s how to request deposits politely and effectively:
1. Set Clear Expectations Early
Introduce your deposit policy during initial discussions. When clients know from the beginning that a deposit is standard procedure, they’re less likely to resist when the time comes to pay. Mention it naturally:
“Our process typically begins with an initial consultation, followed by a detailed proposal, and once approved, a 30% deposit to secure your spot in our schedule.”
2. Explain the Benefits to Them
Frame the deposit as a benefit to your client, not just protection for you. Emphasize how it:
- Reserves their spot in your schedule
- Demonstrates mutual commitment to the project
- Allows you to begin material acquisition right away
- Ensures their project takes priority
- Provides them with peace of mind that you’re committed to their timeline
3. Build Deposit Requirements into Your Quote
Include deposit terms directly in your quote or proposal so there are no surprises. Use clear language: “To proceed with the project timeline outlined above, a 40% deposit ($X) is required by [date].”
4. Offer Multiple Payment Options
Make payment as convenient as possible by offering several methods: credit card, ACH transfer, digital wallets, or even traditional checks. The easier you make it to pay, the faster you’ll receive your deposit.
5. Use Soft But Clear Language
Your communication should be firm on the requirement but gentle in tone:
- “To reserve your spot in our schedule…”
- “The next step in our process is the initial deposit…”
- “To begin ordering materials for your project…”
Avoid phrases like “we require” or “you must pay” which can sound demanding.
FAQs About Requesting
Clients Deposits Online
While cash or check payments are options, they delay project confirmation and create scheduling uncertainty. Invoice Fly lets you record manual payments, but consider offering a small discount for electronic deposits to encourage digital adoption and secure faster commitments.
This resistance often signals potential payment issues later. Instead of reducing the percentage, offer to break the project into smaller phases with deposits for each stage. This addresses their cash flow concerns while still protecting your business from non-payment risk.
Explain that your deposit policy ensures materials are ordered promptly and their slot in your schedule is guaranteed. Frame it as a benefit: "The contractors who don't require deposits often can't prioritize your project or might delay work while juggling multiple jobs to manage their cash flow."
Specify a clear cancellation policy with non-refundable and refundable portions based on timing. For cancellations within 48 hours of scheduled work, consider retaining 25% to cover scheduling opportunity costs. For earlier cancellations, a full or partial refund processed within 3-5 business days maintains goodwill.
Follow up with a personal call (not text or email) within 24 hours of sending the request. Ask directly if they had trouble with the payment system or have concerns about the project. Offer to walk them through the payment process while on the phone, which increases commitment and resolves potential technical issues immediately.
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