WeavrCRM

Field guide / Pricing & profitability

Create a Clear Detailing Deposit Policy

A deposit can help protect a reserved service slot, but it also creates a responsibility to explain what happens to the customer's money. Decide the policy before a cancellation occurs and present it before the customer agrees to pay.

By WeavrCRM Editorial ·

Decide what problem the deposit addresses

A long correction appointment, a distant mobile booking, or a material commitment may justify a different reservation process from a short maintenance visit. Choose a consistent rule tied to your operation, not an arbitrary penalty.

Consider whether the amount is flat or percentage-based and whether it applies toward the final balance. Make the arithmetic visible in the quote.

Related resource: Write a Detailing Cancellation and Rescheduling Policy

Write the policy in plain language

Have cancellation, refund, and non-refundable language reviewed for applicable law and your payment provider's requirements. Calling money non-refundable does not automatically make every application of the policy lawful or fair.

Deposit amount or calculation:
When payment is required:
Whether it reduces the final balance:
Rescheduling notice and procedure:
Weather or access exceptions:
Cancellation and refund terms:
How to contact us with a question:

Related resource: Text a Detailing Payment Link Clearly and Safely

Show an example before asking for payment

If a hypothetical $300 service has a $60 deposit applied to the total, explain that $240 remains before any separately agreed changes or applicable tax adjustments. If a fee is not a credit toward the work, say so clearly.

Do not leave the customer to infer the balance from a payment page. Keep the same figures in the quote, appointment, and collection record.

Related resource: Detailing Estimate vs. Invoice: Keep the Stages Clear

Handle weather and rescheduling consistently

A weather-related postponement and a no-contact missed appointment may deserve different treatment. Train the team on the policy so the outcome does not depend on who answered the phone.

  • Define who decides whether conditions prevent safe service.
  • Offer a documented rescheduling path.
  • Explain how the deposit carries forward, if permitted by your terms.
  • Keep customer approval and any refund decision with the job.

Configure collection only where intended

WeavrCRM supports optional deposits when invoicing is explicitly enabled and the business's Stripe setup is ready. Check the job-level deposit amount and whether it applies to the final payment.

Copying a link is not proof of delivery, and a sent link is not proof of payment. Verify payment status before treating the deposit requirement as satisfied.

The practical takeaway

A deposit policy should explain the customer's commitment and your obligations before money changes hands.

Explore the relevant WeavrCRM workflow · Review integrations and requirements

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