Managing Deposits and Payment Plans

Many doulas require deposits to secure client bookings. DoulaBub makes it easy to manage deposits and create payment plans.

Why Require a Deposit?

Deposits protect your doula business:
- Secures client commitment
- Covers your reserved time
- Reduces last-minute cancellations
- Standard practice in the doula industry
- Helps with business cash flow

Setting Up Deposit Requirements

Configure Default Deposit Amount
1. Go to **Settings** → **Invoices**
2. Enable "Require Deposit"
3. Set deposit amount:
- Percentage (e.g., 25%, 50%)
- Fixed amount (e.g., $500)
4. Save settings

Now all new invoices will include deposit calculations.

Per-Invoice Deposits

Override default deposits for specific clients:
1. Create invoice as usual
2. Look for "Deposit Required" section
3. Enter custom deposit amount
4. Remaining balance calculates automatically

Common Deposit Structures

Birth Doula Packages
- **50% Deposit** - Most common for birth packages
- Due: At contract signing
- Balance: Due 36-38 weeks pregnant

Postpartum Doula Services
- **25-30% Deposit** - For overnight or multi-week support
- Due: At booking
- Balance: Due first night of service or weekly

Consultation Fees
- **100% Payment** - Full payment for single consultations
- Due: Before or at appointment

Payment Plans

Create custom payment schedules for clients:

Two-Payment Plan (Most Common)
1. **Deposit:** 50% at booking
2. **Final Payment:** 50% at 36 weeks

Three-Payment Plan
1. **Deposit:** 33% at booking
2. **Second Payment:** 33% at 30 weeks
3. **Final Payment:** 34% at 36 weeks

Monthly Payment Plan
For extended postpartum support:
- Divide total into equal monthly payments
- Create recurring invoices
- Auto-send each month

Setting Up a Payment Plan

Option 1: Multiple Invoices
1. Create first invoice for deposit
2. Send to client
3. Create second invoice (mark as "Scheduled")
4. Set send date for future payment
5. Repeat for each payment

Option 2: Single Invoice with Payment Schedule
1. Create invoice with full amount
2. Add notes with payment schedule
3. Record partial payments as received
4. Send payment reminders for balance

Tracking Partial Payments

When a client makes a deposit:
1. Open the invoice
2. Click **Record Payment**
3. Enter deposit amount
4. Select payment method
5. Add note: "Deposit payment"
6. Save

Invoice status shows:
- ✅ Total Amount: $2,000
- ✅ Paid: $1,000 (Deposit)
- ⏳ Balance Due: $1,000

Sending Balance Reminders

Automatically remind clients of balance due:
1. Go to **Settings** → **Email** → **Payment Reminders**
2. Enable "Balance Due Reminders"
3. Set timing (e.g., "2 weeks before due date")
4. Customize email message
5. Save

Payment Plan Best Practices

✅ **Do:**
- Put payment terms in your contract
- Be clear about due dates
- Send friendly reminders
- Offer payment flexibility when needed
- Document all payment agreements

❌ **Don't:**
- Start services with balance outstanding
- Skip deposit requirement for new clients
- Forget to record partial payments
- Ignore overdue balances

Deposit Refund Policy

Include refund terms in your contracts:

**Sample Refund Policy:**
- Deposits are non-refundable after 2 weeks
- May be applied to future services
- Refunded if doula cancels
- Clearly stated in service agreement

Document refunds in DoulaBub:
1. Open the invoice
2. Click **Issue Refund**
3. Enter refund amount
4. Select refund reason
5. Add notes
6. Process refund

Late Payment Handling

For overdue balance payments:
1. **Day 1 Overdue:** Friendly reminder email
2. **Day 7 Overdue:** Follow-up email
3. **Day 14 Overdue:** Phone call
4. **Day 21 Overdue:** Final notice

Set up in **Settings** → **Email** → **Late Payment Reminders**

Payment Plan Templates

Save common payment structures:

Birth Package Template
```
Service: Complete Birth Doula Support
Total: $2,000

Payment Schedule:
- Deposit (50%): $1,000 - Due at signing
- Balance (50%): $1,000 - Due at 36 weeks
```

Postpartum Package Template
```
Service: 12 Overnight Visits
Total: $3,600

Payment Schedule:
- Deposit (30%): $1,080 - Due at booking
- Balance (70%): $2,520 - Due first night
```

Financial Reporting

Track deposit and balance payments:
1. Go to **Reports** → **Financial**
2. View "Deposits Received"
3. View "Outstanding Balances"
4. Export for bookkeeping

Client Communication

Be transparent about payment expectations:
- Include payment terms in initial contract
- Send invoice with payment schedule
- Confirm payment receipt immediately
- Send balance reminders well in advance
- Be available for payment questions

Troubleshooting

**Client missed deposit deadline**
- Send friendly reminder
- Offer payment plan if needed
- Reiterate importance of securing spot
- May need to release dates if unpaid

**Need to modify payment plan**
- Create new invoice with updated terms
- Void old invoice
- Document agreement changes
- Update contract if needed

Next Steps

- [How to Create and Send Your First Invoice](/help/billing-invoicing/first-invoice)
- [Setting Up Payment Methods for Your Doula Practice](/help/billing-invoicing/payment-methods)
- [Setting Up Your Doula Business Profile](/help/getting-started/business-profile-setup)