Deposit Invoices: How to Ask for Money Upfront

A deposit is a part payment you ask for before you start work or hold a booking. It protects you from no-shows and covers early costs, and it shows the customer is serious. Many people feel awkward asking for one, but a clear, polite request is normal in most trades and services.

When a deposit makes sense

Ask for a deposit when:

• You buy materials or stock for the job before you are paid.
• The job is large or takes a long time, so you want some money in early.
• You are holding a time slot, such as an appointment, event or booking, that you cannot sell twice.
• The customer is new and you do not know them yet.

For small, quick jobs a deposit is usually not worth the paperwork.

How much to ask for

There is no single rule. These are common starting points:

• 20 to 30 percent for smaller jobs or bookings.
• 40 to 50 percent when you have to buy materials.
• The full material cost if the materials are expensive and specific to the customer.

Choose an amount that covers your real costs and risk. Whatever you decide, say it before the work starts.

What to write

Be specific and friendly. For example:

• "A 30% deposit of 150 is due to confirm your booking. The balance is due on completion."
• "To order the materials we need a 50% deposit. The deposit is non-refundable once the materials have been ordered."

State whether the deposit is refundable and under what conditions. Putting it in writing prevents most arguments later.

Two ways to handle it

1. A separate deposit invoice. You issue an invoice for the deposit amount, then a final invoice for the full job that shows the deposit already paid.
2. One invoice with part payments. You issue one invoice for the full amount and record the deposit as a part payment when it arrives, then the balance later.

The second way is simpler because there is only one document to follow, and the customer always sees the total, what has been paid and what remains.

Show the balance clearly

On the final invoice, show the full price, the deposit already received and the balance due. A customer who can see "total 500, paid 150, due 350" has no reason to question the amount.

How EzInvoice helps

In EzInvoice you can turn an accepted quotation into an invoice, then record a deposit or any part payment when it arrives. The invoice moves from sent to partially paid to paid by itself, so you always see how much is still owed, and you can share the invoice as a link. For appointment-based businesses such as a salon or spa, the same approach works for holding a booking.

Common mistakes

1. Asking after the work has started. Agree the deposit up front.
2. Not recording it. An unrecorded deposit leads to double charging or missed money.
3. Vague refund rules. Decide and write them down.
4. Taking cash with no record. Always note the amount and the date.

A quick checklist

1. Decide when a deposit is worth asking for.
2. Choose an amount that covers your real costs.
3. Put the amount, the due date and the refund rule in writing.
4. Record the deposit as soon as it arrives.
5. Show total, paid and balance on the final invoice.