Put the deposit amount and when it's due on the quote, send a payment link the moment the customer accepts, and order materials once the deposit has arrived. One practical way to size a deposit is to cover the materials you'll buy for the job, with the rest split into a stage payment and a balance on longer jobs. Show the deposit on the final invoice, since Revenue's list of VAT invoice details includes the date of any payment on account made before the work is supplied.
In this article
The short version
- Put the deposit amount and due date on the quote.
- Sizing the deposit to cover materials keeps it easy to explain.
- Send a payment link as soon as the customer accepts the quote.
- A €1,200 deposit costs €2.20 by bank transfer through Adfin.
- Show the deposit and its date on the final VAT invoice.
How big the deposit should be
A deposit is for you and your customer to agree, and it does two jobs. It shows the customer is committed before you spend money, and it means you're not funding their materials out of your own account while you wait for the balance.
Sizing it against materials keeps the conversation simple, because the customer can see what the money is for. Take a bathroom refit quoted at €4,800, with €1,150 of materials to order. A deposit of €1,200 covers them, and the remaining €3,600 can be split into a stage payment of €1,800 once the first fix is done and a balance of €1,800 on completion. Each payment then lines up with work the customer has seen, and you're never more than one stage ahead of the money.
For small jobs that use stock from the van, a deposit may not be worth the extra step. On jobs where you're ordering something specific to that customer, such as a boiler, a kitchen or made-to-measure windows, it protects you if the job falls through after the order is placed.
What each payment on a job costs to collect
Each payment through Adfin costs 20c + 1% at the standard price, with no monthly fee, setup fee or contract. On bank transfer and direct debit the 1% part is capped at €2, but card payments aren't capped. Here's the bathroom refit paid in three parts.
| Payment | Amount | By standard card | By bank transfer |
|---|---|---|---|
| Deposit on acceptance | €1,200 | €12.20 | €2.20 |
| Stage payment after first fix | €1,800 | €18.20 | €2.20 |
| Balance on completion | €1,800 | €18.20 | €2.20 |
| Whole job | €4,800 | €48.60 | €6.60 |
If the customer pays all three by standard card, you pay €48.60 in fees. By bank transfer from the same links, it's €6.60. You can't make the customer pick one or the other, but offering bank transfer alongside card on every link gives them the option.
When to ask, and what to do if it isn't paid
A good moment to ask is when the customer says yes. Write the deposit amount, what it covers and the date it's due on the quote, then send a payment link by SMS, WhatsApp or email as soon as the quote is accepted. The customer can pay by card, Apple Pay, Google Pay or bank transfer from the message, without keying in your bank details.
It helps both sides if the quote says that materials get ordered and the job gets a start date once the deposit is in. If the deposit hasn't arrived by the date on the quote, a reminder with the link goes out before you hold the slot for someone else. Adfin's free Essential credit control sends unlimited reminders by email, SMS and WhatsApp, so the follow-up happens without you ringing round from the van.
Direct debit isn't a good fit for a deposit. Under the SEPA rules each collection needs at least 14 calendar days' notice unless the customer agrees a shorter period, which is too slow when you want the money before you order. It suits maintenance contracts and service plans better.
Deposits on the invoice and for business customers
The deposit, stage payment and balance should all appear on the final invoice, with the amount still due. If you're registered for VAT, Revenue's list of what a VAT invoice must show includes the date of any payment on account made before supply, alongside the usual details such as the invoice number, your VAT number, the VAT rate and the date of supply. A VAT invoice must issue within 15 days of the end of the month in which the work was supplied.
Every payment taken through Adfin is marked paid in Xero or QuickBooks automatically, since it's a certified app for both with two-way sync, so the deposit payment is already in your books when the final invoice goes out.
Household customers are consumers, so the statutory late payment rules don't apply to them, and the deposit and the stage payments are your protection. Business customers, such as main contractors or property managers, are different. If one pays a stage payment or balance late, you're entitled to statutory interest under S.I. 580 of 2012, 10.4% a year from 1 July 2026 and reset every January and July, plus fixed compensation of €70 on an invoice over €1,000 and up to €10,000.
Common questions
How much deposit should a tradesperson ask for? The amount is for you and the customer to agree. Covering the cost of materials you'll order for that job is a simple way to size it, and it's easy for the customer to understand.
Should I send the deposit request with the quote? Put the amount and due date on the quote, then send the payment link once the customer accepts. That way they're paying for a job they've agreed to.
What does Adfin charge to take a €1,200 deposit? €2.20 by bank transfer, because the 1% part is capped at €2 on bank transfer and direct debit. By standard card, which isn't capped, it's €12.20.
Does the deposit need to appear on the VAT invoice? Revenue's list of VAT invoice details includes the date of any payment on account made before supply, so show the deposit and its date on the final invoice.
Can I take a deposit by direct debit? You can, but each SEPA collection needs at least 14 calendar days' notice unless the customer agrees a shorter period. A payment link is quicker when you need the money before ordering.
Can I charge interest if a business customer pays the balance late? Between businesses, statutory interest of 10.4% a year from 1 July 2026 runs from the day after the payment date, with fixed compensation of €40, €70 or €100 depending on the invoice amount.
Sources
- Revenue - Information required on a VAT invoice (accurate as of November 2026) https://www.revenue.ie/en/vat/vat-records-invoices-credit-notes/invoices/information-required-vat-invoice.aspx
- Revenue - What is a VAT invoice? (accurate as of November 2026) https://www.revenue.ie/en/vat/vat-records-invoices-credit-notes/invoices/what-is-vat-invoice.aspx
- European Payments Council - 2025 SEPA Direct Debit Core Rulebook (accurate as of November 2026) https://www.europeanpaymentscouncil.eu/node/26581
- Department of Enterprise, Tourism and Employment - Late payment interest rate (accurate as of November 2026) https://enterprise.gov.ie/en/what-we-do/supports-for-smes/late-payments/late-payment-interest-rate-
