How to ask a client for a deposit (and how much to charge)

A deposit is a part of the price paid before you start. It covers your materials, holds the client's spot in your schedule, and shows they're serious. Asking for one is normal, and clients who balk at a reasonable deposit are often the ones who'd pay late anyway.

How much should the deposit be?

There's no single rule. Common ranges:

• Small jobs or new freelancers: 25–50%.
• Projects with materials (cabinets, fixtures, printing, catering): enough to cover materials, often 30–50%.
• Custom work you can't resell: 50% is common.
• Very large projects: split into milestones (for example 30% to start, 40% at the midpoint, 30% on completion).

Some states cap the deposit a home-improvement contractor can collect, so contractors should check their state's rules before setting a number.

What to say

Put the deposit in your proposal or quote, not as a surprise later:

To lock in your start date of May 6, we ask for a 40% deposit ($1,200). The remaining $1,800 is due when the job is complete.

When you send the deposit invoice:

Hi Sam, thanks for approving the proposal! Here's the deposit invoice for $1,200. Once it's paid, you're on the schedule for May 6. You can pay online here: [link].

Be matter-of-fact. It's a standard business practice, not a favour you're asking for.

Invoicing the deposit and the balance

Keep it simple: one invoice, with the deposit shown as the first amount due.

1. Create the invoice for the full job ($3,000).
2. Mark $1,200 as the deposit. Your client sees "Deposit due now: $1,200."
3. When the deposit is paid, the invoice shows "Paid $1,200, Balance due $1,800."
4. When the job is done, the client pays the balance from the same link.

That way there's one record of the whole job, and nobody gets confused about what's been paid.

Is a deposit refundable?

Say so in writing. A common approach is that the deposit is non-refundable once materials have been ordered or the date is reserved, and refundable if you cancel. Whatever you choose, put it in the proposal or contract.

Make it a habit

• Always ask for the deposit before ordering materials or blocking the calendar.
• Don't start work until the deposit is paid.
• Pair deposits with clear payment terms for the balance.

Deposits are built into Invoicefy

Add a deposit to any invoice in Invoicefy and your client pays the deposit first from their link, by card or PayPal. Payments are recorded automatically and the balance updates on its own. Turn an approved proposal into an invoice in one click.

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