When creating an estimate for your customer or lead, you can now request a deposit when they accept the estimate. This feature is available starting with the basic plan.
Send the estimate for e-signature to collect the deposit payment online (available with Pro and Growth Plans; Stripe and Square add-ons required).
Here's how you can require a deposit for your estimates:
Start by creating a new estimate
Select the customer
Add the line items
In the estimate summary, find the 'Deposit' field below the Total. Enter either a percentage value or an exact amount for the required deposit.
Note: You can not enter a deposit value that is higher than the estimate total.
For dynamic estimates, you can not add a deposit value higher than the total amount of 'Required' items.
You can also pre-set the deposit value in the estimate templates.
Navigate to Settings > Templates
Create a new estimate template or open an existing one
Find the 'Deposit' field below the Total, and enter the required deposit value for that estimate
This feature is also available in the mobile app.
1. After selecting and saving the line items for your estimate, scroll to the bottom and click '+ Deposit' to add a deposit value
2. Enter the deposit value. You can enter either a percentage or the exact amount required for your deposit
3. If you enter a percentage value, the equivalent deposit amount will be displayed
Alternatively, you can use estimate templates with a pre-set deposit value.
Collecting Deposit
Collect deposits online when you send estimates for e-signature via E-mail or SMS.
Send the estimate for e-signature to collect the deposit payment online (available with Pro and Growth Plans; Stripe and Square add-ons required).
The Basic plan does not support collecting deposit payments online. However, users can manually collect and record deposits, including but not limited to cash or check payments.
1. When you send the estimate to the customer for e-signature, customers will have the 'Pay Deposit' section in the portal where they can pay the deposit required.
2. Customers can select their payment option from the dropdown menu. If they have saved cards or bank accounts on file, those will appear in the dropdown, or they can add a new payment method.
3. When a customer adds a new card, they can check the box next to 'Add card to account' to save the card for future billing.
4. The 'Pay Deposit and Accept Estimate' button will only become active after the customer signed the estimate.
Collect deposits in person or by using another method.
Your administrators and technicians can record deposits collected in the field or in the office, whether they are through cash, check, or other direct methods.
1. When you open the estimate, if it requires a deposit, you will see a 'Collect Deposit' button right beside the estimate status.
2. Click the 'Collect Deposit' option and pay the deposit using the available payment method.
3. When collecting a deposit from a dynamic estimate, the deposit amount displayed in the 'Collect Deposit' window will vary based on the items selected from the estimate.
Example 1: If the estimate includes 2 required items and 2 unselected recommended items, the deposit amount will only reflect the cost of the required items.
Example 2: If the estimate includes 4 recommended items, with 2 items selected and 2 unselected, the deposit amount will only reflect the cost of the selected items.
Collect Deposit in Mobile App
In the mobile app, you can find the 'Collect Deposit' option when you open an estimate and then click the 3 dots.
Click 'Collect Deposit,' select your payment option, and proceed to pay the deposit.
The paid deposit invoice number and amount will be displayed in the estimate summary.
Deposit Payment Handling
The paid deposit will have its own invoice marked as 'PAID'.
After the deposit has been paid, the estimate will display the invoice number along with the deposit payment amount below the total. You can click on it to open the invoice.
Mobile
Important notes:
You can still edit an estimate even if the deposit is paid, but you cannot change the estimate template or the estimate type.
If you edit an estimate that has a PAID deposit and increase the line item price, resulting in a higher required deposit, the deposit amount will update to reflect a partially paid status. As a result, the 'Collect Deposit' button will become available again to complete the payment.