Deposits on quotes

Deposits on quotes help secure client commitment before work begins. A quote can require one upfront deposit or include a full payment schedule for staged billing.

Open Quotes.

When to use deposits

Use deposits when the work requires upfront commitment, materials, scheduling protection, or preparation before the job starts.

Deposits are useful for:

• Large projects.
• Custom materials.
• Work that needs equipment reserved.
• Jobs with long lead times.
• New clients.
• Multi-visit work.

The deposit stays connected to the quote, then follows the work into jobs and invoicing.

Add a required deposit

When creating or editing a quote, go to the quote total area and choose the deposit or payment schedule option.

For a deposit-only setup:

1. Choose the deposit-only option.
2. Select percentage or fixed amount.
3. Enter the deposit amount.
4. Save the quote.
5. Review the client-facing total and approval flow.

A percentage deposit updates with the quote total. A fixed amount stays the same unless you edit it.

Add a payment schedule

Use a payment schedule when the client will pay over time or the job should be invoiced in phases.

To set up a payment schedule:

1. Choose the payment schedule option.
2. Select percentage or fixed amount.
3. Add each payment amount.
4. Add a description for each installment.
5. Mark the first payment as the required quote deposit when it should be collected at approval.
6. Confirm the schedule totals match the quote total.
7. Save the quote.

Use clear descriptions such as Deposit, Progress Payment, Material Payment, and Final Payment.

Client approval with a deposit

When a quote includes a required deposit, the approval flow shows the deposit amount with the quote.

Clients can:

• Review the quote.
• Select optional items.
• Approve the quote.
• Sign when signature is required.
• Pay the required deposit.
• Request changes instead of approving.

If the deposit is percentage-based, optional item choices can change the final deposit amount because the deposit is calculated from the approved total.

Collect a deposit from the quote

From the quote detail page, collect or record the deposit.

Use collect when charging a saved or entered payment method. Use record when the client paid outside Fieldified, such as cash, check, bank transfer, or another processor.

Recording a deposit does not charge the client; it documents payment that was accepted outside the app.

Require a saved payment method

For workflows that need future automatic charges, require the client’s payment method to be saved when they pay the quote deposit.

This is useful when:

• The job will have recurring invoices.
• A payment schedule will be charged later.
• The client agrees to future payments.
• The business wants fewer billing delays after approval.

Tell clients clearly when their payment method will be saved for future use.

View deposits on jobs

When a quote with a deposit is converted to a job, the deposit details stay connected to the approved work. Review the deposit while creating or editing the job so operations and billing understand what has already been collected.

Open Jobs after conversion to review the job setup.

Apply deposits to invoices

When the job is ready to bill, apply the deposit to the invoice.

Open Invoices and review:

• Invoice total.
• Deposit already collected.
• Deposit applied to the invoice.
• Remaining balance.
• Payment schedule, if one exists.

When the deposit is linked through the quote and job workflow, it can be applied cleanly during invoicing.

Deposit review checklist

Before sending a quote with a deposit:

1. Confirm the deposit amount.
2. Confirm whether it is fixed or percentage-based.
3. Review optional items because they can affect percentage deposits.
4. Confirm the payment schedule totals.
5. Preview the client approval flow.
6. Confirm the client message explains the deposit clearly.