A quote or estimate comes first, and the deposit is usually part of it. Clients compare total price, how much they must pay up front, what is refundable, and when the rest is due. Putting the deposit terms in the estimate means the client agrees to them before signing.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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Invoice_1001_Client_2026-10-14.pdf
Shows the full cost and the exact up-front payment, so the client is not surprised by the first invoice.
Clarifies whether it is a reservation fee, a down payment, or a materials purchase, which affects whether it can be refunded.
Sets expectations in writing before the client accepts, which reduces disputes if plans change.
Prevents quotes from sitting open indefinitely while material prices or your calendar change.
Lists milestone or date-based payments so the client can plan cash flow.
Allows for supplier price changes between quote and order without eating your margin.
Makes clear that scheduling is not guaranteed until payment is received.
| Service | Priced | Typical range |
|---|---|---|
| Home remodel or construction down payment | percent of contract | 10-33% |
| Wedding or event booking retainer (photo, video, DJ, florist) | percent of package | 25-50% |
| Portrait or small session reservation fee | flat fee | $50-250 |
| Custom or made-to-order product (furniture, signage, apparel) | percent of order | 30-50% |
| Special-order materials (cabinets, stone, windows) | percent of material cost | 50-100% |
| Consulting or professional services retainer | flat fee (drawn down) | $500-5,000 |
| Rental or venue hold | percent of rental fee | 25-50% |
Typical US ranges. Rates vary by region, experience, and job size.
Add up the permits, materials, subcontractor deposits, and lost bookings you would face if the client walked away. Set the deposit at least to that level so you are not out of pocket.
Ask clients to sign the quote and pay the deposit together. A signed quote with no payment is a soft commitment that rarely holds your calendar.
Quotes valid for 14 to 30 days are common. For materials that change price often, use a shorter window and say so.
Put the deposit and remaining balance in a clear summary at the bottom of the quote so comparison shoppers see the payment structure at a glance.
Include it in both if you use both. The quote should state the amount and refund terms, and the contract should repeat them so the signed document controls.
Write change-order terms into the quote. Any approved change should be documented with a new total, and the deposit stays applied against the revised amount.
Some businesses do for complex or on-site work, and credit the fee toward the job if the client hires them. Say so up front, and follow any local rules on estimate fees.
Typically 14 to 30 days. Shorten it when prices or availability change quickly, and state the expiration date on the quote.
Use the Deposit invoice template to bill the client, or convert this estimate once it's approved.
Deposit invoice template