How to ask a client for a deposit before starting work

Ask for the deposit as part of the written payment terms before the client accepts the work. State the amount, when it’s due, what it covers, and when the remaining payments will be invoiced.

Explain the arrangement plainly

You don’t need a forceful sales script. The client needs to understand the agreement. Adapt wording like this to your actual terms:

The deposit for this project is [amount], due [date or agreed stage]. We’ll invoice the remaining balance [schedule]. The attached terms explain changes and cancellation.

If the deposit is connected to an order or start date, explain that connection. Avoid promising a booking or delivery date that you haven’t confirmed.

Choose the amount for the job

Consider the costs you incur before the next payment, the length of the work, and the agreed payment schedule. A longer job may need several progress payments rather than one large payment at the beginning.

Don’t assume a percentage is allowed just because another business uses it. Rules differ by location and type of work. For example, California’s contractor guidance generally limits home-improvement down payments to the lesser of $1,000 or 10% of the contract price, with specific exceptions. Check the rules that apply to your contract. California CSLB guidance.

This guide explains how to communicate and invoice an agreed deposit; it isn’t legal advice about the terms your contract needs.

Give questions room before work starts

If the client is hesitant, ask what they need clarified. They may be checking the scope, timing, cancellation terms, or their own approval process. Answer those questions and record any change to the agreement before sending the invoice.

A written schedule gives both sides something to refer back to. It should identify the deposit and each later amount clearly.

Send an invoice for the agreed amount

After the estimate is accepted in PayPolka, enter the deposit amount in Amount to invoice and create the draft. Review it, send it, and check the payment status before taking the next step under your agreement.

The estimate tracks how much has been invoiced, while the invoice tracks what has been paid. Creating a deposit invoice doesn’t mean the deposit has arrived.

See Billing an estimate for the steps and invoice payment links for the client’s payment options.