What is an appointment deposit? Rules, payment and reminders
What a deposit for an appointment is, how to set up deposit payments, and which payment and cancellation terms to show before the client books.
Updated
A deposit for an appointment is part of the price that the client pays when booking, which is deducted from the total when they come. A customer who doesn't show up for an appointment can mean lost income and an empty slot that's hard to fill. For hairdressers, therapists, tattoo artists and others who sell services by appointment, a deposit can be one way to make the agreement clearer. It should be combined with good booking routines, clear terms and reminders – not seen as a guarantee against no-shows.
What does a deposit for appointment booking mean?
A deposit is an amount the customer pays when the appointment is booked. Your terms should explain how the amount is handled if the customer attends, changes the appointment or cancels.
A deposit isn't necessarily right for every service or customer. Consider, among other things, how long the appointment lasts, whether you need to prepare anything in advance, and what a late cancellation means for your business.
Decide your terms before you take payment
Before you offer appointment booking with a deposit, you should clarify:
- how large the deposit is, and whether it is a fixed amount
- how the customer pays the rest of the price
- when the customer can change or cancel the appointment
- what happens to the deposit on cancellation or a no-show
- where the customer can find the terms before the booking is confirmed
Write the terms in a way your customers understand. They should be visible before the customer pays. Also check which rules apply to the services you offer.
Reminders can support your booking routines
Some customers don't show up because they forget the appointment or don't get a chance to let you know in time. A reminder before the appointment can help the customer remember the time and let you know if their plans change. Which reminder channels are available may depend on the solution and the plan you use. Read more about reminders and other booking features.
An up-to-date booking page and calendar make it easier to show available times and keep track of your appointments. With online booking, customers can book on their own instead of having to ask about availability by phone or message.
How do you set up deposit payments for appointments?
- Choose which services need a deposit, usually the longest or most expensive ones.
- Set the amount per service, as a fixed amount or a percentage of the price.
- Choose your cancellation deadline and what happens to the deposit on a late cancellation.
- Connect card payments so the deposit is paid straight to you.
- Make a test booking and check that the amount and terms are shown before the client pays.
Read the cancellation policy template for wording you can copy.
How to get started
Start by entering the services, durations and opening hours that customers can book. Then consider whether a deposit suits some or all of your services, and write your payment and cancellation terms clearly. Test the booking yourself before you share your booking link.
Klarte brings online booking, calendar and payment together. You can set the deposit as a fixed amount or a percentage of the price, and you don't have to require a deposit for every booking. See Klarte's features and pricing and payment fees, or try Klarte for free.
Questions and answers
How large should a deposit for appointment bookings be?
There is no single amount that suits everyone. Consider the price of the service, how much time you set aside, and what a late cancellation means for your business. Tell the customer the amount before the booking is confirmed.
Does a deposit guarantee the customer will show up?
No. A deposit can make your payment terms clearer, but it doesn't guarantee that the customer will show up. Confirmations, reminders and clear cancellation terms are also important.
What should the cancellation terms say?
Explain how the customer changes or cancels the appointment, which deadlines apply, and what happens to the deposit. The terms should be visible before the customer pays. Check which rules apply to your service.
Can I use a deposit together with online booking?
Yes, if the booking system you use supports payment at the time of booking. Check how the payment request is shown to the customer, which fees apply, and how you handle changes and refunds.