Payments Guide

How to Collect Deposits Online

Stop chasing bank transfers and waiting for cheques. Learn how to collect deposits online instantly when clients confirm their booking — improving cash flow and reducing no-shows.

Why Online Deposit Collection Matters

The single biggest change you can make to secure more bookings

In the event and service industry, a booking isn't truly confirmed until money changes hands. Without a deposit, clients can cancel without consequence, and you're left with an empty slot that could have been filled by a paying customer.

The problem with traditional deposit methods — bank transfers, cheques, cash — is friction. Every extra step between 'I want to book' and 'I've paid' increases the chance the client drops off. Bank transfer requires them to remember later. Cheques take days to arrive. Cash requires a meeting.

Online deposit collection removes all that friction. The moment a client decides to book, they pay their deposit instantly via card. The booking is confirmed, your calendar is blocked, and both parties have peace of mind.

How to Set Up Online Deposits

  1. Connect a Payment Gateway

    Link your PayPal account to Valora. This takes about 5 minutes and enables you to accept card payments, Apple Pay, Google Pay, and more.

  2. Set Your Deposit Percentage

    Choose what percentage of the total quote you want as a deposit — typically 20-50%. You can also set a fixed minimum deposit amount if preferred.

  3. Enable on Your Quote Form

    When clients receive their instant quote, a 'Pay Deposit' button appears. One click takes them to a secure payment page to complete their booking.

  4. Automatic Confirmation

    Once payment is received, the booking is confirmed automatically. Both you and the client receive confirmation emails, and the date is blocked on your calendar.

Benefits of Online Deposit Collection

Why every service business should collect deposits online

  • Instant Confirmation

    Bookings are confirmed the moment payment is received. No waiting, no chasing, no uncertainty.

  • Reduce No-Shows

    Clients who've paid a deposit are significantly less likely to cancel. Financial commitment creates accountability.

  • Improve Cash Flow

    Deposits provide working capital before the event. Cover costs, pay suppliers, and manage your finances better.

  • Save Admin Time

    No more chasing bank transfers or checking your account for payments. Everything is tracked automatically.

  • Professional Experience

    Online payment gives clients confidence. A smooth, branded payment experience builds trust in your business.

  • Automatic Receipts

    Clients receive a payment receipt instantly. You have a complete record of all deposits and payments in your dashboard.

Best Practices for Deposit Collection

Getting online deposits right requires more than just connecting a payment gateway. Follow these best practices to maximise your collection rate and client satisfaction:

  • Set a clear deposit percentage (20-50%) and communicate it upfront
  • Make the payment process as frictionless as possible — one click from quote to payment
  • Accept multiple payment methods — cards, Apple Pay, Google Pay, PayPal
  • Send automatic payment reminders for overdue deposits
  • Provide clear terms and conditions covering cancellations and refunds
  • Automate balance payment reminders before the event date
  • Issue professional receipts for every payment received

Online Deposits FAQ

  • What payment methods can I accept?

    Through PayPal, clients can pay with their PayPal balance, cards, or pay-later options.

  • How much should I charge as a deposit?

    Most event businesses charge between 20% and 50% of the total quote as a deposit. Higher-value bookings often use a lower percentage (20-30%), while smaller bookings might use 50%. Choose what works for your business and your clients.

  • When do I receive the money?

    PayPal funds are usually available immediately in your PayPal account.

  • Can I collect the balance payment later?

    Yes. Valora tracks the outstanding balance for every booking and can send automatic payment reminders before the event date. Clients can pay the balance online using the same payment method.

  • What about refunds and cancellations?

    You can process full or partial refunds directly through your PayPal dashboard. Define your cancellation policy clearly in your terms and conditions.

Start Collecting Deposits Online Today

Secure more bookings, reduce no-shows, and improve your cash flow with online deposit collection.

  • 30-day free trial
  • PayPal supported
  • Set up in 5 minutes
  • No credit card required