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How to collect a deposit when your client approves an estimate

The gap between approval and deposit is where projects fall apart. Tie the deposit to the estimate and your client pays before they close the tab.

By Homefront Pro·5 min read·Updated August 3, 2026

You send the estimate. The client texts back: looks good, let's move forward. Three days later you still don't have a deposit. You're holding their slot on the schedule, you haven't ordered materials, and you've started wondering if they went with someone cheaper. That gap between approval and commitment is where projects disappear. Some clients ghost. Others get a second estimate in the window you gave them. Either way, you're left holding a calendar slot that should have been locked.

The standard fix is sending a deposit invoice after approval. That sounds fine until you watch it play out. Client approves at 2pm on a Tuesday. You send the deposit invoice that evening. They open it Wednesday morning, plan to pay it at lunch, get busy, and by Friday you're sending a follow-up text asking if they got your invoice. Each day of delay is a day the commitment softens. A spouse gets involved who wasn't part of the original conversation. A neighbor mentions a guy who'll do it cheaper. The urgency fades.

The cleaner approach is collecting the deposit in the same session as the signature. The client reads the estimate, signs, and the payment prompt appears before they close the window. No second email. No follow-up invoice. No three-day gap. Here's how to set it up in Homefront Pro.

California limits downpayments on covered home improvement contracts to 10% of the contract price or $1,000, whichever is less. Check your state's limit before setting the amount.

California Business and Professions Code § 7159

A deposit should match your contract, material needs, cash flow, and local rules. Put the amount and refund terms in writing before work starts.

Step by step

  1. 1

    Check your state's deposit caps before setting a percentage

    Some states limit what you can collect before work starts on a home improvement contract. California's Business and Professions Code Section 7159 limits the downpayment to 10% of the contract price or $1,000, whichever is less, and has separate rules for progress payments. Other states have different rules. Check your state licensing board before setting the amount.

  2. 2

    Set the deposit on the estimate or template

    In the estimate builder, turn on Deposit and choose percentage or fixed-dollar mode. For repeat work, save the setting in an estimate template. Check the rules that apply to your work before saving a default in a template.

  3. 3

    Override the deposit on a per-estimate basis when you need to

    Not every project fits the same deposit. In the estimate builder, turn it off, change the percentage, or enter a fixed amount for that estimate. Review the deposit amount before sending so the client sees the terms you intend.

  4. 4

    Send the estimate and let the approval collect the deposit

    Tap Review & send, then send it. The client opens the estimate in the portal, reviews the line items and total, and signs. If a deposit is required, the payment prompt appears after signing. They can choose card or ACH. The estimate becomes approved after the required deposit is paid, and the payment record stays tied to the estimate.

  5. 5

    Check the deposit status before ordering materials or blocking the schedule

    Before you call the supplier or lock in a start date, open the estimate and check the deposit status. ACH transfers can stay pending while they clear. Do not order materials or make commitments based on a pending deposit. Wait until the payment shows as paid.

  6. 6

    Let the deposit carry through to the final invoice automatically

    When the project is done, create an invoice from the approved estimate. Homefront carries the paid deposit into the invoice balance, so you don't subtract it manually. Review the invoice before sending, especially if the scope changed during the project.

Common questions

What deposit percentage should I charge?

There is no single amount that fits every trade or state. Base the amount on your contract, material costs, cash flow, and local rules. California, for example, limits the downpayment on covered home improvement contracts to 10% of the contract price or $1,000, whichever is less. Check your state rules before choosing a percentage or fixed amount.

Can a client refuse to pay a deposit?

Yes. Explain the deposit in the estimate and make sure the amount and refund terms match your contract and local rules. If the client does not agree, decide whether to revise the terms or decline the work before ordering materials.

Does the deposit go straight to my bank account?

Online deposits are processed through your connected Stripe account. Timing, payout schedules, and processing rates depend on Stripe, your account, and the payment method. Homefront does not hold the funds. Review Stripe's current pricing and payout terms before promising a client a specific amount or date.

What if the project falls through after I collect the deposit?

That depends on your contract and applicable law. Do not assume a deposit is non-refundable because the estimate says so. State the cancellation and refund terms plainly, then issue any refund through Stripe when appropriate. Ask counsel to review the language for your work and location.

Can I collect a deposit on a recurring maintenance plan?

Deposits attach to estimates, not recurring invoices. For a maintenance plan, use a one-time estimate for any setup amount, then create the recurring invoice for ongoing billing. Review both records with the client so the upfront amount and recurring charges are clear.

What if the client pays by ACH and it fails?

An ACH payment can remain pending and can later fail. If Stripe reports a failure, the estimate's deposit status is updated and you can ask the client to try another payment method. Do not order materials or schedule a start date until the status says Paid.

Related

  • Invoice software
  • Online payments
  • E-signatures
  • Built for roofers
  • Built for general pros
  • Client portal

Sources

  • California Business and Professions Code § 7159
  • Stripe pricing
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