How to take deposits for appointments (and word it)

A deposit is a small payment a client makes when they book, to hold the time. It does two jobs. It filters out casual bookings, and it pays you something when a client doesn't turn up. Done well, good clients barely notice it. Done badly, it reads like you don't trust anyone.

This guide covers when to ask for one, how much, how to word the policy, when to refund it, and how to collect it without chasing people through Venmo requests and DMs.

When a deposit makes sense

You don't need a deposit on every service. Ask for one where a no-show would really cost you:

• Long appointments. A two-hour full set, a colour, a full detail or a tattoo session is too long to fill at short notice.
• Work you prepare for. Custom nail art, a tattoo design, a special-order product.
• Your busiest slots. Friday evenings and Saturday mornings, where you could have booked someone else.
• New clients. Regulars have a track record with you. New clients don't yet.
• Mobile work. If you drive 30 minutes to a job, a no-show costs the trip as well as the slot.

Short, cheap, easy-to-fill services, like a 15-minute brow wax, usually don't need one.

How much to take

There's no single right number. Common choices are:

• A fixed amount, like $20, $25 or $50. Simple to explain, and it works well across similar services.
• A percentage, often 20 to 50% of the price. It scales with the service, so a $300 set and a $60 fill don't carry the same deposit.
• The full price. For workshops, classes and in-demand slots, prepayment is common and clients expect it.

Pick a deposit that covers a real part of your lost time, but not so much that a fair client hesitates. If you sell add-ons, decide whether the deposit applies to the service alone or the whole total.

Take it off the final bill

Say clearly that the deposit is part of the price, not an extra fee. "Your $25 deposit comes off your total" removes most objections before they start.

Write a deposit policy clients can read in ten seconds

Your policy should answer three questions: how much, when it's refunded, and when it isn't. For example:

A $25 deposit holds your appointment and comes off your total. Cancel or move at least 24 hours before and it's refunded. Cancel later or miss the appointment and we keep it.

Tips for the wording:

• Tie the refund to your cancellation window. One rule is easier to remember than two.
• Use plain numbers. "24 hours", not "one business day".
• Put it where they'll see it: on the booking page before they pay, in the confirmation, and in the reminder.
• Keep the tone warm. "So we can offer your slot to someone else" explains the rule without scolding.

When to refund, and when to keep it

Decide your rule once and apply it the same way every time:

• Cancelled in time: refund in full.
• Cancelled late or no-show: keep it.
• You cancel or move the appointment: always refund in full.
• Genuine emergencies: it's your call. Many owners move the deposit to a new date instead of keeping it.

Refund promptly. A client who cancelled in good time and waits two weeks for their money won't book again.

How to collect deposits without chasing anyone

The old way is a booking by DM, a Venmo request, and a wait to see whether they pay before you confirm. It works, but you spend your evenings matching payments to names, and the slot sits on hold while you wait.

The better way is to take the deposit as part of booking. The client picks a time, sees your policy, pays by card, and only then is the booking confirmed. No follow-up, no unpaid holds.

Things to check in any booking tool you use for deposits:

• Where the money goes. Straight to your own account, or held by the booking company first?
• What it costs. Card processing fees apply almost everywhere. Check whether the booking tool adds its own fee on top.
• Whose name the client sees on their card statement. If they don't recognise it, they may dispute the charge.
• How refunds work, including partial refunds.

What this looks like in ServiceSprig

Online deposits switch on at launch on Tue 8 Dec 2026, on the Solo and Shop plans. Until then, deposits can be noted in your policy and collected in person.

• Per service: a fixed amount, a percentage of the price, or the full price paid when booking. Deposits are off until you turn them on.
• With add-ons: a percentage deposit applies to the total, and a fixed deposit stays fixed.
• Your own Stripe account: money goes from your client to your Stripe account and then to your bank. ServiceSprig never holds it, and your business name is on the client's card statement.
• Fees: you pay ServiceSprig for your plan. Stripe charges its standard card fees on each deposit, to you directly.
• Your policy at booking: clients see your cancellation window before they pay, and are told the deposit is refunded if they cancel in time.
• Refunds: full or partial, from the Payments page. Refunds don't happen on their own, so you stay in control.
• Tips: optional, 15, 18 or 20% when clients pay online.
• Not included at launch: charging a no-show fee to a saved card.

On the Free plan, clients pay at the visit. If they pay you by Cash App, Venmo, PayPal or Zelle at the end of the visit, you can mark the visit paid, but those apps can't be used for an online deposit at booking.

Setup steps are in the help guides Payments and Connect Stripe to take deposits.

Your deposit checklist

• You know which services need a deposit, and which don't.
• The amount is fair: a fixed sum or a percentage.
• The policy fits in three short sentences, tied to your cancellation window.
• It's shown before the client pays, and in the confirmation and reminder.
• The deposit comes off the final bill.
• You refund on-time cancellations quickly, every time.

FAQ

Is it legal to keep a deposit when a client doesn't show? Rules vary by state and by how you word your policy, so check what applies to you. A policy that's clear, shown before payment, and applied consistently is the safest place to start. This guide isn't legal advice.

Should I call it a deposit or a booking fee? Call it a deposit if it comes off the final price. A "booking fee" sounds like an extra charge and puts more clients off.

Do deposits reduce bookings? They can reduce casual bookings, which is often the aim. To soften the effect, start with deposits on long services and new clients only.

Can I take a deposit through Venmo or Cash App? You can ask for one by hand, but you then have to match each payment to a booking and confirm it yourself. Taking it by card at booking does both in one step.

When can I take deposits with ServiceSprig? From launch on Tue 8 Dec 2026, on the Solo and Shop plans (proposed pricing: Solo $24.99 a month, Shop $69.99 a month).