How to take deposits for appointments (and how much to ask for)
A deposit is the simplest way to make a booking mean something. When a client has paid even a small part of the price, they're far more likely to show up, and much more likely to tell you in time if they can't. You also stop holding slots for people who booked on a whim.
Deposit, prepayment or card on file?
- Deposit: part of the price paid at booking, taken off the total at the session. The most common choice, and the easiest for clients to accept.
- Full prepayment: the whole price up front. Common for packages and workshops, but it can put off new clients booking a first session.
- Card on file: nothing is charged at booking, but the client's card is saved so you can charge a no-show fee later.
How much to ask for
Between 20% and 50% of the session price is typical. Pick a number big enough that skipping costs the client something, but small enough that it doesn't make them think twice about booking:
- Short, low-price sessions: a flat amount, such as $10 or $15.
- Longer or higher-price sessions: 25% to 50%.
- First-time clients only: some providers ask new clients for a deposit and drop it for regulars.
Say what happens to the deposit
Clients accept deposits much more easily when the rules are plain. Answer three questions on your booking page:
- Does it come off the price? It usually should. Then the client pays nothing extra, they just commit.
- When is it refunded? For example, in full if they cancel more than 24 hours before.
- When is it kept? For example, on a late cancellation or a no-show.
Our cancellation policy template covers the wording.
Ways to collect a deposit
At the moment of booking. The best option, because the slot is only held once the deposit is paid. It needs a booking tool that takes payment as part of the booking.
With a payment link. PayPal, Wise, Revolut, Square and Stripe all let you create a link a client can pay from. This works almost everywhere, including countries Stripe doesn't support. The catch: if you send the link by hand after the booking, some clients never pay, and you end up chasing them.
By bank transfer. Works, but it's slow to confirm and easy for clients to put off. Best kept for large bookings arranged in advance.
Refunds
Refund deposits promptly when your policy says to. It's what makes clients trust the next deposit you ask for. If you took the deposit through a payment provider, refund it from the same provider so the client sees it come back on the same card or account.
How SlotPaid handles it
In SlotPaid you set a deposit for each service, as a fixed amount or a percentage of the price. Clients pay it as they book, through your own Stripe account or a payment link from PayPal, Wise, Revolut or Square, so the money goes straight to you. The deposit comes off the session price. Cancellations follow the window you set, and deposits taken through Stripe are refunded automatically. See pricing or start free.