How to require a deposit on an estimate

A deposit turns an approval into a commitment. WorkZen asks for it at the exact moment your client is most willing to pay: right after they approve.

Set the deposit

In the estimate editor, find the Additional Information card and switch on Require Deposit. Two fields appear:

Deposit Type: Percentage or Fixed Amount.
The value: Deposit Percentage (0 to 100) or Deposit Amount in dollars.

A percentage deposit is calculated on the estimate total after discounts and tax. The document then shows a Deposit Required line under the total, on your copy and on the client's.

What happens when your client approves

When your client signs and approves the estimate, WorkZen converts it to an invoice automatically. If a deposit is set, the client immediately sees a Pay deposit now prompt. They can pay on the spot or choose I'll pay later; either way, a Deposit required panel stays on their page with a Pay deposit button, and they receive an email with the deposit amount and a payment link.

On the payment page, the client chooses Pay deposit or Pay full balance. Anything between the two is not offered until the deposit is covered, so partial payments cannot dodge it.

Note

Setting a deposit works on every plan. Collecting it online requires Stripe payments to be connected. Without Stripe, the deposit still shows on the document and you collect it your own way, then record the payment manually.

Tracking the deposit

The estimate shows the deposit as Pending until payments on the linked invoice cover it, then Paid. WorkZen derives this from actual payments, so a refund flips it back to pending; the deposit status never lies.

The deposit does not shrink the invoice. It is the first payment toward it: once paid, it appears as a payment on the invoice and reduces the balance due like any other payment.

Deposits carry over on conversion to an invoice automatically; the convert dialog reminds you when one is configured. To see exactly what the approval flow looks like from the other side, read what your client sees.

Step by step

Open Additional Information

In the estimate editor, scroll to the Additional Information card.

Switch on Require Deposit

The deposit fields appear below the toggle.

Choose the deposit type

Percentage takes 0 to 100 percent of the total. Fixed Amount takes a dollar value.

Save and send

The estimate shows a Deposit Required line under the total, for you and for your client.

Frequently Asked Questions

No. Deposits are set on the estimate. When the estimate converts to an invoice, the deposit requirement carries over automatically.

No. The deposit is the minimum first payment, not a discount. Once paid, it records as a normal payment and reduces the balance due like any other payment.

No. When paying online, the deposit amount is the smallest payment WorkZen accepts until the deposit is covered. They can always pay more, up to the full balance.