How to Collect Deposits from Customers (Without the Awkward Conversation)

Most contractors know they should collect deposits. But they don't because it feels awkward or they don't have a clean process.

This guide fixes both problems.

Step 1: Set the deposit amount (before the quote)

Common deposit ranges by job type:

Residential service work: 25–50%
Large outdoor projects: 30–50%
Commercial maintenance: 10–25% (or first month retainer)
Emergency/urgent work: 50–100%

Pick your standard and stick to it. Consistency = confidence.

Step 2: Present it as normal (because it is)

Don't apologize. Don't ask permission.

What to say:

"To lock your spot on the schedule, we collect a [X%] deposit. You can pay it right from the proposal link I'm sending."

That's it.

Step 3: Send a proposal with a payment button

If your proposal is a PDF attachment, the customer has to:

Read it
Decide
Text you back
Ask how to pay
Wait for you to send a separate payment link

That's 5 friction points.

Better: Send a proposal link with the deposit button built-in.

Customer reads → approves → pays in 60 seconds
You get a notification the second it's paid

BidBlitz does this automatically with Stripe integration.

Step 4: Handle the common objections

"Can I pay when you start?"

Response: "Totally understand. The deposit locks your priority on the schedule. If weather or timing shifts, you stay protected. Once we're done, the deposit comes off the final balance."

"I've never had to pay a deposit before."

Response: "Makes sense. We started requiring deposits because it protects both sides — you get guaranteed priority, and we don't overbook or show up to a cancelled job."

"Can I just pay cash when you show up?"

Response: "I appreciate that, but we've moved to online deposits so the schedule stays clean. It takes 30 seconds and you're locked in."

Step 5: Track who paid (and who's still "thinking about it")

If you're tracking deposits in a spreadsheet or by memory, you're losing jobs.

You need a system that shows:

Bid sent
Bid viewed
Deposit paid (date + amount)
Scheduled or not

BidBlitz tracks all of this on your dashboard and sends you alerts when deposits come through.

The tools you need

Payment processor: Stripe (industry standard, works everywhere)
Proposal system: Something that generates a clean proposal + payment link in one step
Tracking: Dashboard that shows deposit status in real-time

BidBlitz combines all three.

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/bid-software
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FAQ

What if they refuse to pay a deposit?

Let them go. Customers who won't commit with money won't commit with their schedule either.

Do I need a contract for deposits?

Your proposal should include basic terms (refund policy, reschedule policy, payment terms). That's usually enough for residential work. Commercial jobs may need a formal contract.

Can I offer payment plans instead of a deposit?

For large jobs, yes — but the first payment should happen before you start work.

The bottom line

Deposits aren't about trust. They're about commitment. If you make the process easy and normal, customers will pay without hesitation.