--- title: "Deposits" description: "Set the organization's security deposit policy: no deposit, a fixed amount, or a percentage of the rental, keep it out of online payments or include it, and override it per product." canonical_url: "https://requiply.com/docs/en/guides/settings/bookings/deposits" --- # Deposits > Set the organization's security deposit policy: no deposit, a fixed amount, or a percentage of the rental, keep it out of online payments or include it, and override it per product. The **Deposits** page is where you configure the refundable amount Requiply collects from a customer alongside their booking payment as protection against damage, loss, or late return. The deposit on each booking is computed automatically from two inputs: the **organization-wide deposit policy** set here, and an **optional per-product deposit override** that any item group can carry. The amount is tracked separately from revenue and can be partially or fully refunded after the booking is complete. Whether it is charged together with the booking payment or collected separately by your staff depends on the **Keep the deposit out of booking payments** setting described below. You can find this page under **Settings → Bookings → Deposits**, and per-product overrides on every inventory item's add and edit forms. Need a smaller deposit, or none at all, on one booking because the client is a known renter or brought less cash? See [Adjusting the deposit on one booking](https://requiply.com/docs/en/guides/bookings/payments-and-documents/money-on-a-booking#adjusting-the-deposit-on-one-booking). Looking for how to give a deposit back to a customer after the equipment is returned? See [Refunding a deposit](https://requiply.com/docs/en/guides/bookings/payments-and-documents/money-on-a-booking#refunding-a-deposit): the refund is started from the booking, not from this settings screen. Deposits are **refundable** by design. They are not counted as revenue in analytics and dashboards, and they live in their own column on the bookings table so finance reports stay clean.
![The Deposits settings page with Deposit method set to Percentage of rental, the Deposit value field, the Keep the deposit out of booking payments toggle switched on, the info message about per-product overrides, and the Cancel and Save buttons](https://requiply.com/docs/assets/settings/deposits/settings-form.png)
The Deposits settings page with **Keep the deposit out of booking payments**.
## Why this page matters Deposits give the business a financial safety net without complicating the headline rental price the customer sees on the client portal. A single setting controls the default for every booking, while individual products that need a higher (or specifically different) deposit can override it per item group without changing the global policy. This area connects to several parts of Requiply: - **Inventory** — each item group can carry its own deposit override. - **Bookings** — the deposit is calculated and stored when a booking is created and shown next to the rental cost. - **Checkout** (the [client portal](https://requiply.com/docs/en/guides/online-booking/booking-flow)) — the deposit appears as a separate line so customers see exactly what is refundable. - **Payments**: by default the deposit is kept out of the booking payment and collected by hand. If you switch **Keep the deposit out of booking payments** off, it is added to the amount charged through the payment provider on top of the rental. - **Deposit adjustments**: staff with the booking adjustment permission can lower, raise, or waive the deposit of a single booking, at creation or later. - **Refunds** — admins can refund the deposit (fully or in parts, possibly multiple times) from the booking page. - **Invoices and emails** — the deposit appears as its own line in the PDF invoice and is exposed as `{{bookingDeposit}}` and `{{bookingTotalCharged}}` tokens in booking email templates. - **Analytics** — revenue figures explicitly exclude deposits because they are refundable, not earned income. ## Who can use this page - The **Deposits settings page** is part of the organization settings area and is intended for admins who configure how the business operates. - **Per-product deposit overrides** are available to anyone who can add or edit an inventory item group. - **Refunding a deposit** is performed from the booking detail page or from the actions menu in the bookings table; it requires access to booking management. ## What you'll see on the settings page A single form with these fields: - **Deposit method** — a dropdown with three options: - **No deposit** — the default. The business does not collect a deposit. - **Fixed amount** — a flat amount added to every booking, regardless of how many items it contains or how long it lasts. - **Percentage of rental** — a percentage applied to the rental subtotal of the booking. - **Deposit value** — only shown when the method is not "No deposit". - For **Fixed amount**, this is entered in the organization's currency. - For **Percentage**, this is entered as a percentage between 0 and 100. Values above 100 are rejected. - The field's label and hint switch automatically based on the selected method. - **Keep the deposit out of booking payments**: a toggle, on by default. Its tooltip reads: *When on, payments and payment links (Stripe and other payment providers) cover only the booking cost. Staff collect the deposit separately and return it by hand, so it never reaches your account through a provider. Applies to new bookings.* An informational message at the bottom of the form reminds the admin that **individual products can override this default with their own deposit value on the product page**. The **Save changes** button is disabled until a real change has been made. **Cancel** reverts the form to the saved values without leaving the page. ### Behavior - The setting is stored per organization, with a default of **No deposit** until first saved. - **Keep the deposit out of booking payments** is on for every organization unless an admin switches it off, including organizations that set up deposits before the toggle existed. - Saving the method as **No deposit** automatically clears the value, so switching back from a configured method cleanly resets the policy. - On success, a green toast confirms: *"Deposit settings have been saved successfully."* On failure, an error toast is shown and the change is not persisted. ## Keeping the deposit out of booking payments The toggle decides whether the deposit travels with the booking payment or is handled by your team on its own.
Toggle What the customer pays online How the deposit is handled
On (default) The booking cost only. Payment links and online checkout (Stripe and other providers) leave the deposit out. Staff collect the deposit separately (for example in cash at pickup) and return it by hand.
Off The booking cost plus the deposit, in one payment. The deposit is refunded through the original payment provider, or recorded as a manual refund.
Keeping the deposit out is useful where a deposit that lands on your account counts as income on receipt, even if you return it later, as it does for many Ukrainian sole proprietors (ФОП). **Each booking keeps its own copy of the setting.** The toggle applies to bookings created after you save it. A booking created earlier keeps the behavior it was created with, so changing the toggle never reinterprets payments that were already taken. Bookings created before this setting existed keep the deposit in their payments. When the deposit is kept out of payments, you will see it handled like this: - The price summary on [Add booking](https://requiply.com/docs/en/guides/bookings/add-booking) and the preview when [changing dates](https://requiply.com/docs/en/guides/bookings/changing/dates) or items show the deposit after **Total to pay**, as **Deposit** with the note *collected separately*. The deposit is not part of the total to pay. The mobile app shows the same *collected separately* note. - The booking page labels the amount **Deposit amount** (instead of **Deposit charged**) with the note *Not part of the booking payment: collect it separately and return it by hand.* - On the client portal the deposit is shown with *Paid separately, not as part of this payment. It is returned after the items come back.* and **Total to pay** leaves it out. ## Per-product deposit override Each item group can carry a **Security deposit override** that takes priority over the organization policy. This is the right place to charge, say, a $300 deposit on a drone while every other item still follows the global policy. ![Security deposit override field on inventory add/edit](https://requiply.com/docs/assets/settings/deposits/inventory-override-field.png) You can find the field under **Inventory → Add** and **Inventory → Item group → Edit**, in the *Pricing* section. ### What you'll see - A field labeled **Security deposit override (optional)** that accepts a currency amount in the organization's currency. - A small hint below: *"Leave empty to use the organization-wide deposit policy. Set a value to override it for this product."* - A clear button so the admin can wipe an override and fall back to the policy. - The field is **not required** — leaving it empty means the product uses whatever the policy dictates. ### How the override is applied - The override is stored per item group. Empty means "use org policy"; a number means "use this exact amount per unit". - When a booking is created, the override (if any) is multiplied by the selected quantity for that group and added to the deposit total. - **Overrides always apply**, regardless of the org method. A product with a $300 override still contributes `$300 × quantity` even if the org policy is **No deposit**. - The org-wide policy only applies to items **without** an override: - **No deposit** — contributes 0. - **Fixed amount** — added once per booking if at least one non-override item is present (not per item). - **Percentage of rental** — applied to the rental contribution of non-override items only. - Discounts reduce the **percentage base** of non-override items: the percentage is taken from the rental after the [bundle discount](https://requiply.com/docs/en/guides/inventory/bundles) and the client's [pricing discount](https://requiply.com/docs/en/guides/settings/pricing/pricing-discounts). They **do not** reduce per-product overrides: a merchant who configures $300 of refundable deposit wants the full $300 even if the customer has a discount. ## Deposits in the inventory table The inventory manage table has a **Deposit** column that surfaces per-product overrides at a glance. ![Deposit column in inventory manage](https://requiply.com/docs/assets/settings/deposits/inventory-deposit-column.png) What it shows: - For an item group with an override, the override amount is displayed in **orange**, e.g. "$300.00". - For an item group with no override, the cell shows a muted italic **"Not assigned"** label. - The column supports filtering through a numeric input (greater than by default), with a filter menu so the user can change the operator. - Like all configured columns, it is part of the user's table layout and can be hidden, reordered, and resized. This column is the fastest way for an admin to scan inventory and spot which products carry a deposit override versus which fall back on the global policy. ## Forms and fields
Field Where Required Meaning
Deposit method Settings → Bookings → Deposits Yes No deposit , Fixed amount , or Percentage of rental . Drives whether and how the policy contributes to a booking.
Deposit value Settings → Bookings → Deposits (hidden when method is No deposit ) Yes when shown The flat amount or percentage. Percentage must be between 0 and 100.
Keep the deposit out of booking payments Settings → Bookings → Deposits No (on by default) On: payments and payment links cover the booking cost only and staff handle the deposit by hand. Off: the deposit is charged with the booking. Applies to new bookings.
Security deposit override Inventory → Add and Inventory → Item group → Edit No Per-item-group override in the org currency. Empty = use org policy; a number = always apply this amount × quantity.
Deposit adjustment Add booking ( Deposit button) and the booking page (pencil next to the deposit) No Percentage, amount, or periods for this one booking, with an optional reason. Needs Enable booking cost adjustments and Allow booking cost adjustments .
Amount to refund Refund deposit dialog Yes Between 0 (exclusive) and the remaining deposit.
Reason / damage note Refund deposit dialog No Free text stored with the refund record.
Refund manually Refund deposit dialog No Skips the payment provider; records the refund as bookkeeping only. Hidden for Pay in person.
## How this page connects to the rest of Requiply
Feature How deposits affect it
Inventory Item groups carry an optional override. The override is visible on the inventory table and editable on the add/edit forms.
Bookings The deposit is computed at booking creation, stored on the booking, and shown as a column and detail row. Refunds update the refunded total.
Client portal A reactive Security deposit line is shown to customers at checkout. The displayed Total to pay includes the deposit only when it is part of the payment. The deposit is also listed on the customer's own booking page.
Payments With the deposit kept out (the default), payments and payment links cover the rental only. With it included, the amount charged = rental + deposit, and the deposit is a dedicated line item with the payment provider where applicable.
Booking cost adjustment The same feature switch, permission, and types also adjust the deposit of one booking. A percentage price adjustment also scales a percentage deposit.
Refunds Refunds can be partial or full, repeated up to the remaining amount. Online providers receive a refund call; manual or Pay-on-pickup refunds are bookkeeping only.
Invoices PDF invoices include Security deposit and Deposit refunded lines when applicable.
Email templates Tokens {{bookingDeposit}} and {{bookingTotalCharged}} are available in booking email templates.
Analytics Deposits are excluded from revenue figures — the booking total is rental-only by design.
## Common scenarios ### New business setup Open **Settings → Bookings → Deposits** and pick a method. For most rental businesses, **Percentage of rental** (for example 20%) is a sensible default because the deposit scales with the value of the booking. Save the form and the policy applies to every new booking immediately. ### You want customers to pay the deposit online with the booking Open **Settings → Bookings → Deposits**, switch **Keep the deposit out of booking payments** off and save. New bookings then include the deposit in the payment and payment links, and the deposit is refunded through the provider. Bookings created before the change keep the deposit out. ### High-value item A specific product (say a drone or a generator) needs a larger, fixed deposit. Open the item group's edit page and set the **Security deposit override** to the amount you want, then save. From that moment, every booking containing that item will charge `override × quantity` as part of its deposit, on top of whatever the org policy contributes for the remaining items. ### Item that should never have a deposit If the org policy is **Percentage** or **Fixed** but one specific item should never carry a deposit, set the override to `0`. The customer will then be charged `0 × quantity` for that item's deposit contribution, regardless of the policy. ## Tips and cautions **Tip:** Configure the org-wide policy early. It applies to every new booking immediately, and it is much easier to set a sensible default once than to override it on every product. **Tip:** Use per-product overrides sparingly, only for items whose risk is genuinely different from the rest of the catalog. A consistent global policy is easier to communicate to customers. **Heads up:** Changing the org-wide policy affects **new** bookings only. Existing bookings keep the deposit amount they were created with — the policy is captured at booking time, not re-applied retroactively. **Heads up:** Deposits are **excluded** from revenue analytics by design. If you include the deposit in booking payments and reconcile totals against your payment provider's dashboard, remember that the provider's incoming totals will include deposits, while Requiply's revenue figures will not. **Heads up:** Switching **Keep the deposit out of booking payments** changes only bookings created afterwards. Check the booking page label (**Deposit amount** or **Deposit charged**) to see how a given booking handles its deposit. **Heads up:** Per-product overrides are **always** applied — even when the org-wide method is **No deposit**. If you want to fully disable deposits for a campaign or season, clear the per-product overrides as well, not just the policy. **Heads up:** The percentage method's base is the rental contribution of non-override items only, and it respects booking-level discounts. Overrides do **not** scale with the discount. ## Sitemap See the full [sitemap](https://requiply.com/docs/sitemap.md) for all pages.