How to Handle Project Deposits (Protect Your Cash Flow and Your Work)
I completed a $3,200 project without a deposit. The client ghosted. No response to emails. No answer to calls. No payment. Just radio silence after I delivered the finished work. I eventually wrote off the $3,200 as a loss.
That was the last project I started without money in my account first.
My Deposit Structure
| Project Size | Deposit | Payment Schedule |
|---|---|---|
| Under $2,000 | 50% upfront, 50% on delivery | 2 payments |
| $2,000 - $5,000 | 50% upfront, 50% on delivery | 2 payments |
| $5,000 - $10,000 | 50% upfront, 50% on delivery | 2 payments |
| Over $10,000 | 30% upfront, 30% at midpoint, 40% on delivery | 3 payments |
The rule is simple: I never do more work than I’ve been paid for. If the client has paid 50% and I’ve delivered 50% of the project, we’re even. If they disappear, I haven’t lost money.
Why Deposits Matter
Cash flow: A 50% deposit on a $6,000 project puts $3,000 in my account immediately. That money covers expenses while I work, rather than waiting 30-45 days to get paid after delivery.
Client commitment: People who pay money are invested. They respond to emails faster, provide feedback on time, and follow through on their end. Free clients ghost. Paid clients participate.
Risk reduction: If a client disappears mid-project, I’ve at least been paid for the work completed. My maximum loss is limited to the current milestone, not the entire project.
Screening: Clients who refuse deposits are often the same ones who’ll be difficult to collect from later. The deposit requirement filters out problem clients before you invest time in them.
The Scripts
In the proposal: “A 50% deposit of $3,000 is due before work begins. The remaining $3,000 is due upon delivery. Payment link will be included with the signed contract.”
When a client asks “Do you require a deposit?”: “Yes — I require 50% before starting work, which is standard in the industry. This secures your spot on my schedule and allows me to dedicate focused time to your project.”
When a client pushes back: “I understand. I’m happy to discuss alternative arrangements for the payment schedule. One option is three milestone payments: 30% to begin, 30% at the midpoint, and 40% on delivery. This spreads the investment across the project timeline.”
When a corporate client says “We can’t do deposits”: Large companies sometimes have AP processes that don’t accommodate deposits. For these clients, I adjust: milestone payments triggered by deliverable approval, Net-15 terms, and I limit the amount of work I do ahead of payment.
Processing Deposits
I handle deposits through FreshBooks:
- Create the project invoice with line items
- Set it as a 50/50 deposit invoice (FreshBooks supports this natively)
- Send invoice with online payment enabled
- Client pays the deposit via credit card or ACH
- I begin work once payment clears
- Send the balance invoice upon delivery
The whole process takes 5 minutes to set up and ensures I never start work without being paid.
The Bottom Line
Requiring deposits is the single best protection against non-payment. I’ve collected deposits on 100+ projects since implementing this policy. Zero clients have ghosted after paying a deposit. Before deposits, I lost $3,200 to one ghost.
Require deposits. Non-negotiable. Your business depends on it.