Deposit on Signature: How Much to Ask For, and How to Collect It

Key Takeaway: Requesting a 30% deposit upon signature is the market standard to protect your cash flow without creating friction. As soon as funds are received, issuing a numbered deposit invoice with VAT is legally mandatory in both France and Belgium. The remaining balance is then billed upon project delivery with the deposit deducted automatically.

Asking for a deposit is habit #1 to adopt to protect your cash flow and confirm a client's real commitment. Yet many freelancers still hesitate to ask for one, afraid it will kill the sale.

Here are the simple rules for setting the right amount, choosing the best collection method, and staying perfectly compliant on the accounting side.

1. How much to ask for: market standards

The deposit percentage mainly depends on your industry and the size of the project:

• 30% (Standard for services & digital work): The most common rate for intellectual services (web development, design, consulting, copywriting). It confirms the contract without overly impacting the client's cash flow.
• 50% (Short or custom projects): Recommended if the job takes less than a week, if you need to block out time slots, or if there's upfront spending on materials/licences.
• 100% (Micro-services): For small audits or quick deliverables (e.g. under €300 excl. VAT), it's common practice to charge the full amount up front to avoid the admin of handling two invoices.

Personally, I usually ask for a 30% deposit on my own services, which involve building websites or handling digital marketing. There's no need to overthink it: whatever your service, 30% is a safe bet.

2. Card vs. Bank Transfer: which method should you choose?

The collection method you choose directly affects how fast you get paid, and how smooth the client experience is.

The right strategy:

Let the client choose, but highlight card payment. A client ready to sign will pay their deposit within the minute if all they have to do is enter their card details.

3. Accounting obligations for deposits (France and Belgium)

Warning: Collecting a deposit without immediately issuing a numbered deposit invoice is a tax violation subject to fines. As soon as funds are received, VAT on the deposit becomes payable to the tax authorities.

Receiving a deposit requires following strict tax rules (in France under art. 289 of the CGI, and in Belgium under Royal Decree no. 1):

1. A deposit invoice is mandatory: You can't simply pocket the money based on a bank statement. You must issue a proper deposit invoice linked to the original quote.
2. VAT is due immediately: VAT on the deposit is due the moment the payment is received (or the deposit invoice is issued). You must apply the rate that corresponds to the final service (e.g. 21%).

Word template, deposit invoice France

Excel template with auto-calculation, France

Word template, deposit invoice Belgium

Excel template with auto-calculation, Belgium

The golden rule: as long as the deposit hasn't been paid, don't commit to anything. You save yourself the hassle if the client changes their mind, and you won't have worked for nothing.

4. The 3 most common deposit mistakes

1. Starting work right after signature, without waiting for payment: A signed quote is a legal commitment, but only a paid deposit confirms the client is actually solvent.
2. Forgetting to deduct the deposit from the final invoice: The balance invoice must explicitly restate the deposit already paid, and calculate VAT only on the remaining balance.
3. Not planning cancellation terms: State clearly in your terms and conditions whether the deposit is kept or refunded if the client cancels the project.

How HeyDevis Automates Deposit Management

Managing deposits manually means juggling multiple files: quotes, deposit invoices, bank reconciliation, and balance invoices.

With HeyDevis, the entire cycle is automated:

• 1-click deposit configuration: set your deposit rate (e.g. 30%) directly when drafting the quote.
• Integrated card & bank transfer payments: clients sign and pay their deposit online on the very same page.
• Deposit invoice & automatic deduction: a numbered deposit invoice is generated with proper VAT, and automatically deducted from the final invoice balance.

If an engagement is cancelled after a deposit is paid, you are legally required to issue a credit note. Find the exact procedure here: How to Cancel and Refund a Deposit in Full Compliance.