In this article, you'll learn how to set what happens when a client pays the deposit on an estimate. You can have the deposit keep their card on file, and you can let clients approve now and pay the deposit later. That way the deposit step fits how you like to get paid.
Both switches start off. Until you turn either one on, a client who signs a deposit estimate goes straight to paying the deposit, and saving the card is their choice.
To open the deposit settings:
- At the bottom of the menu, click the gear (Settings).
- Under Jobs & leads, click Estimates.
- The two deposit switches are the last two on the Estimates settings page.
On the desktop you can also click Estimates settings at the top of the Estimates list. In the phone app, open the menu, tap the gear at the foot of it, then tap Estimates under Jobs & leads. The app shows the same Estimates settings page with the same switches, and both save to the same place. Only someone with the Account Settings permission sees the gear.
Each switch saves the moment you flip it. There's no Save button. If a change doesn't save, the switch flips back and a short message under the switches tells you why.
Require card on file for deposits
Turn on Require card on file for deposits when you want every online deposit to keep the client's card. You'll have it for the final bill or any follow-up work, and you won't need to ask for it again.
- Open Estimates settings.
- Turn on Require card on file for deposits.
What your clients see
When a client pays a deposit online, the box under the card form is already ticked and they can't untick it. It reads This card is kept on file for the deposit. Under that, a line tells them you may charge the card for future invoices they approve and that they can ask you to remove it any time.
The card details stay with Stripe, so you never see the full number. The card is saved to the client's record, and you can charge it later. See How to charge credit cards and How to add a card on file for clients.
With the switch off, the box is still there but it's the client's choice. It reads Save this card for future charges, or Replace my card on file with this one if you already have a card saved for them.
Allow clients to pay deposit offline or after approving estimate
By default, approving a deposit estimate and paying the deposit happen together. The client clicks Approve & pay deposit, signs in the Sign & Pay drawer, clicks Continue, and lands on the deposit payment.
Turn on Allow clients to pay deposit offline or after approving estimate if some clients are ready to say yes but not ready to pay right then.
- Open Estimates settings.
- Turn on Allow clients to pay deposit offline or after approving estimate.
What your clients see
With the switch on, the client still signs first. Then a Make a deposit step tells them the estimate is approved and signed, shows the deposit amount, and says it stays in their inbox until it's paid. They get two buttons:
- Pay deposit, with the amount on it, which takes them to the payment now.
- Pay later, which leaves the estimate approved with the deposit still owed.
The estimate then shows as Approved - Pending Deposit in your Estimates list. When the client comes back to it in their portal, a Pay deposit button sits where Approve used to be and takes them to their inbox, where the deposit invoice is waiting. If they'd rather hand you cash or a check, record it on the deposit invoice like any other offline payment. See Recording cash and other offline payments.
Once the deposit is paid, by card or by hand, the signed estimate moves to Won.
