Collect a Deposit on WhatsApp: Messages You Can Copy
To collect a deposit on WhatsApp, state the amount, send your payment details and ask for the payment receipt. Confirm the appointment only after you see the money in your account. Citalu asks for the deposit when the client books and keeps the receipt next to the appointment.
By the Citalu team
How to ask for the deposit without awkwardness
"Hi, Ana. To hold your appointment on Friday at 3:00 pm I need a deposit of [amount]. It comes off the total price of the service. I'll send you the details to pay it."
What details to send
Send only what your client needs to pay: the method, your account details, the amount and the deadline. If you change accounts, update your saved message.
How to confirm the money arrived
A screenshot doesn't prove payment. Check the amount, the date and the reference in your account. Then confirm: "All set, Ana. I received your deposit and your appointment on Friday at 3:00 pm is confirmed."
How to save your payment details
Save the message as a quick reply, with the shortcut /deposit. Review it when you change accounts. Send your details as text and not as a photo, so the client can copy them.
Which payment method to use
Use the one your clients already use, like Zelle or a bank transfer. Always state the amount and the currency. If you charge in another currency, give the exchange rate before they pay.
How much to ask for as a deposit
You can ask for a flat amount or a percentage of the service. Pick an amount that covers the time you are holding and doesn't scare off a new client. Always make clear that it comes off the total, so it doesn't look like an extra charge.
What to do if they don't pay
Say from the start how long you will hold the time. If the deadline passes, write once and release the slot. Don't hold a time without a deposit out of politeness: you can no longer offer that time to another client.
State your policy before you charge
Explain what happens to the deposit if the client cancels, changes the appointment or doesn't show up. Say it before they pay, not after. When the rule is written down, the awkward conversation becomes a simple answer.
Let the booking ask for the deposit
In Citalu, your client sees the deposit and your payment details when they book, and uploads their receipt. It shows up in Payments to review next to their appointment and you approve it with a tap. The money goes straight to your account: it never passes through Citalu.
Messages to copy
Replace what is in brackets and send it on WhatsApp.
The deposit is [amount]. You can pay it by Zelle or bank transfer. Zelle: [your details].
You can pay the deposit by [method]. Details: [your details]. Amount: [amount]. Once you've paid, send me the receipt here.
Hi, [name]. I don't see your deposit yet for your appointment on [day]. I'll hold the time until [time].
Hi, [name]. Your receipt doesn't match what I received: [detail]. Can you check it and send it again?
Hi, [name]. I didn't receive the deposit, so I released your time on [day]. If you'd like another date, here are my open times: [your link].
The deposit comes off the total. If you give [hours] hours' notice, we'll move it to your new appointment. If you don't show up without telling us, it isn't refunded.
How to put it into practice
- Decide the amount of your deposit and how long it can be paid.
- Save your payment details as a quick reply.
- Confirm the appointment only when you see the money in your account.
Frequently asked questions
Does Citalu collect the deposit for me?
No. Your client pays you directly and Citalu organizes the receipt and the decision.
How long should I give someone to pay the deposit?
As long as you can still offer that time to someone else. Put an exact time in the message, not "soon".
What phrases can I use to collect politely?
State the amount and the reason in one line: "To hold your time I need a deposit of [amount]". Don't apologize for charging: it is part of how you work.
Does WhatsApp charge me to send my payment details?
No. Your details go out like any other chat message.
What if the client pays in a different currency?
State the amount, the currency and the exchange rate before they pay. Keep the receipt with their appointment.
What happens to the deposit if the client cancels?
It depends on your policy, which is why you should state it before you collect. Many owners move it to the new appointment if the client gives enough notice.
Is it okay to ask a familiar client for a deposit?
That's your decision. If you ask everyone, nobody feels singled out and the rule is easier to keep.
Bring that order to your schedule
Try Citalu with your services and hours. You get 14 days free to see if it fits your business.