How to Ask for a Deposit (and Invoice It Properly)

A deposit protects you from no-shows and unpaid materials, and it filters out clients who aren't serious. Asking for one is normal in most trades and creative work — the key is to ask clearly, early, and in writing.

When to ask for a deposit

• You need to buy materials or equipment before the job starts.
• You're reserving a date that you'd otherwise sell to someone else, like a wedding or event.
• The work is custom and hard to resell if the client walks away.
• The project is large or long.
• It's a new client with no payment history.

How much should a deposit be?

Deposits commonly range from 10% to 50% of the job. Materials-heavy work should at least cover the materials; creative projects often ask for 30–50% upfront; date-based bookings often use a fixed retainer. Some places limit how much a home-improvement contractor can collect upfront — California, for example — so check the rules where you work.

What to say

How to invoice a deposit

1. Send a separate deposit invoice that references the estimate number.
2. Record the payment when it arrives.
3. When the job is done, invoice the full amount and subtract the deposit as its own line, referencing the deposit invoice.
4. Show the remaining balance due clearly.

Refundable or non-refundable?

Decide in advance and write it on the estimate. A booking retainer for a date is often non-refundable, while a materials deposit is usually credited to the final bill. Either way, clients accept the policy more readily when they've seen it before paying.