Agree the deposit before you leave. Start with a plan, not a chase.

A customer can love your proposal and still be unsure what happens next. Before leaving, explain what the price covers, what the deposit secures and when the balance becomes due. A clear process is more useful than an awkward payment request days later.

Try: ‘Once you are happy with the written scope, we can confirm the booking and agreed payment stages. I will put the deposit and balance on the quote so you can check everything before deciding.’

There is no universal deposit percentage that suits every trade or job. Materials ordered specifically for the customer, project length and preparation work all affect the conversation. A software default is a starting point, not a rule your customer must accept.

Record the actual agreed amount. Explain cancellation arrangements clearly. Calling a deposit ‘non-refundable’ does not automatically make it fair or enforceable. Consumer rights can depend on where and how the agreement was made; get advice on your own terms.

Your quote, contract and invoice should agree on the scope, total, VAT treatment and payment stages. If anything changes after discussion, update the document before asking the customer to approve it. Save the approved version against the job.

Only mark money as received after checking the payment provider or bank. Clicking a payment link is not the same as cleared funds.

Before leaving: confirm the scope, explain the deposit, record the balance date, check contact details and agree the next action. Afterwards: send the document, track the response and keep payment confirmation with the job.

Tools to Pay keeps quote totals, adjustable deposits, contracts and invoice records together. Payment timing still depends on your customer, terms and payment service.