Whether you run a salon, a sports court, or a consultancy, no-shows and late cancellations cost you time and money. Taking a deposit or payment in advance is one of the most effective ways to reduce them. This guide explains why deposits work and how to set them fairly.
Why booking deposits work
When clients pay something upfront—even a small percentage—they're more likely to show up or cancel in time. Deposits also help you: Reduce empty slots and last-minute no-shows. Cover your time if someone cancels outside your free-cancellation window. Keep your policies clear and consistent so clients know what to expect.
How much to charge: full advance vs partial deposit
You can charge 100% at booking (full advance) or only a percentage (e.g. 20–50%) as a deposit. Full advance is common for one-off sessions (e.g. court hire, single appointments). A partial deposit is often used for recurring or higher-value services where you want to secure the booking without asking for the full amount upfront. Good appointment booking software lets you choose per service or resource.
Free cancellation period and retention rules
Define a free cancellation period (e.g. 24 or 48 hours before the appointment). Inside that window, the client can cancel and get a full refund (or not be charged). Outside that window, you decide what to keep: Keep 100% – Full amount is retained (for full-advance bookings) or you charge the remainder. Keep a percentage – e.g. 50% of the service value. Keep the deposit only – The upfront deposit is non-refundable; the rest is released. Display this policy clearly when the client books so it's fair and transparent.
How to set it up
Use a booking system that supports deposits and cancellation policies out of the box: set the deposit amount or percentage, the free-cancellation cutoff, and what happens after (retain full, percentage, or deposit). Payments should be taken at booking via card (e.g. Stripe) so you don't chase cash on the day. One fixed monthly fee for the software keeps costs predictable.
Deposits and cancellation rules built in
Timezer lets you set full advance or a deposit %, free cancellation period, and what to retain on late cancel. For salons, courts, and consultants. Start a free trial.
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