Advance Payment Deposits - Partial Payment at Checkout

Advance payment deposits let you secure bookings without requiring full payment upfront. Customers pay a portion at checkout, with the balance collected later. This reduces booking friction while protecting your business.

Note: This article covers advance payment deposits (partial payment at booking). For damage/security deposits, you can configure a security deposit amount in your account settings - this is informational only and appears in FAQs and customer communications. RecSystems does NOT automatically charge security deposits; your staff handles collection manually.

Why Use Deposits?

Deposits help: - Lower barrier — Easier for customers to commit - Reduce no-shows — Financial commitment encourages follow-through - Manage cash flow — Collect balance closer to service date - Protect revenue — Partial payment even if cancelled

Deposit Types

RecSystems supports two deposit configurations:

Percentage Deposit

Charge a percentage of the booking total.

Example: - Total: $400 - Deposit: 50% - Initial payment: $200 - Balance due: $200

Best for: - Varying rental amounts - Consistent policy across price points

Fixed Deposit

Charge a set dollar amount regardless of total.

Example: - Total: $400 - Deposit: $100 fixed - Initial payment: $100 - Balance due: $300

Best for: - Lower-cost rentals - Minimum commitment amount

Configuring Deposits

Step 1: Go to Account Info

Navigate to Account → Account Info in the navbar.

Step 2: Find Deposit Section

Scroll to the deposit configuration area.

Step 3: Choose Deposit Type

Select either: - Percentage — Enter percentage (e.g., 50) - Fixed Amount — Enter dollar amount (e.g., $100)

Step 4: Save

Click Save to apply.

How Deposits Work

At Checkout

1. Customer completes booking
2. System calculates deposit
3. Customer pays deposit amount
4. Booking is confirmed
5. Balance due date is noted

Before Rental

1. Customer receives balance reminder
2. Customer pays balance (or paid at check-in)
3. Full payment received
4. Ready for check-in

Payment Methods

• Online — Customer pays through booking site
• At check-in — Staff collects at pickup
• Card on file — Charge saved card

Setting Deposit Amount

Percentage Guidelines

Fixed Amount Guidelines

Factors to Consider

• Average booking value — Deposit should be meaningful
• Lead time — Longer lead = higher deposit may help
• No-show history — Higher no-shows = higher deposit
• Cancellation policy — Deposit often = cancellation fee

Deposit vs. Full Payment

When to Use Deposits

• High-value rentals
• Advance bookings (weeks/months ahead)
• When you want to reduce booking friction
• Competitive markets

When to Require Full Payment

• Low-value rentals (under $100)
• Same-day or next-day bookings
• High no-show risk
• When simplicity is preferred

Collecting Balance

Balance Reminders

RecSystems can send automatic reminders: - Balance due amount - Payment link - Due date

Manual Collection

Collect balance through dashboard: 1. Open the booking/cart 2. Click Collect Payment 3. Process the remaining amount

At Check-In

Collect at pickup: 1. Review balance due 2. Process payment 3. Complete check-in

Multi-Booking Deposits

When a cart has multiple bookings, the deposit is distributed proportionally:

Example Cart: - Pontoon rental: $350 - Jet Ski rental: $150 - Total: $500 - Deposit (50%): $250

Each booking receives proportional deposit credit.

Handling Cancellations

Before Balance Paid

If only deposit was paid: - Refund deposit (minus cancellation fee if applicable) - Or keep deposit per your cancellation policy

After Full Payment

Standard refund process applies to the full amount.

Deposit as Cancellation Fee

Many businesses use the deposit amount as their cancellation fee: - "50% deposit is non-refundable if cancelled within 48 hours" - Clearly communicate in your policies

Best Practices

Clear Communication

- State deposit requirement clearly

- Explain when balance is due

- Include in confirmation emails

Reasonable Amounts

- Balance cost vs. commitment

- Too low = no deterrent

- Too high = booking friction

Consistent Policy

- Apply same rules to everyone

- Exceptions breed complications

- Document any special cases

Track Balances

- Monitor outstanding balances

- Send reminders proactively

- Follow up on overdue amounts

Troubleshooting

Customer confused about balance

- Clarify when balance is due

- Explain total vs. deposit paid

- Provide payment instructions

Balance not showing correctly

- Check deposit configuration

- Verify original booking total

- Review any payments already made

Can't collect balance

- Verify card on file is valid

- Send new payment link

- Offer alternative payment method

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Related Articles: - Understanding Pricing - Accepting Payments - Check-In & Check-Out