How to Ask Clients for an Upfront Payment the Right Way

If you’ve ever had a client delay payment (or worse, ghost you entirely), you know how frustrating it can be. The truth is, you could have avoided the stress by securing a portion of the payment before starting work.

Requesting a deposit might feel a little uncomfortable at first, but it’s actually a standard business practice—and in many cases, completely necessary. 

Think about it: if you were an interior decorator, would you buy materials out of pocket and just hope the client pays later? Of course not. You’d take a deposit to cover costs and confirm their commitment.

So, how do you ask for upfront payment without sounding pushy? In this guide, we’ll walk you through when to ask and how to do it professionally. We’ll also share some templates that you can use to send your deposit requests.

Let’s begin!

You didn’t start a business to spend your time chasing people for money they owe you. But here you are—sending follow-up emails, leaving voicemails, and wondering if that invoice is ever going to get paid.

A study by Xero found that small business owners spend 10% of their working days chasing unpaid invoices. That’s nearly half a day every single week wasted on something that shouldn’t even be a problem.

This is exactly why upfront payments exist. No one should have to front the cost of doing business and then hope they get paid later. A deposit locks in commitment, keeps cash flow steady, and weeds out time-wasters and clients who are plain red flags.

Of course, not every client will be thrilled about paying upfront. Some may not be used to it. Some may push back. But at the end of the day, protecting your business comes first.

Upfront payments come with both pros and cons (see the table below👇). The key is knowing how to handle objections so clients feel comfortable with the process.

You may be asking, “When is the right time to ask for a deposit?” We recommend bringing it up as soon as you agree to work together or as part of your onboarding process.

Always give your clients a heads-up and set clear expectations from the start. While most will be fine with paying a deposit, some might need extra reassurance or a quick explanation of why it’s required.

1. At the time of booking

For service-based businesses—coaches, consultants, freelancers—this is one of the easiest and most effective ways to ensure prepayment. If a client wants to secure a session, make it clear that a deposit (or full payment) is required before their spot is confirmed.

With YouCanBookMe (YCBM), you can automate this process by collecting upfront payments at the time of booking. YCBM integrates with Stripe, allowing you to securely accept credit cards, debit cards, Apple Pay, and Google Pay.

So, instead of chasing invoices or sending separate payment instructions, payments are handled before the appointment is confirmed—saving you time and ensuring you get paid on time.

Get paid at the time of booking

With YCBM, payments happen at booking, not weeks later. Secure deposits, full payments, or whatever works for your business—before the appointment is confirmed.

2. In your proposal or contract

For project-based work, set the expectation upfront by including your deposit terms in the initial proposal or contract. This makes it clear that payment is part of the agreement, not a last-minute request.

As a freelance writer, I typically include an upfront payment request in my proposals. Here’s how I word it 👇

3. Before ordering materials or starting prep work

If your service requires upfront costs—such as a contractor ordering materials or a designer purchasing software licenses—you should never pay out of pocket without a deposit. Send your client an invoice clearly outlining what the deposit covers and let them know that you’ll start the work as soon as it’s paid.

4. After the discovery call or consultation

If it’s your first time working with someone, asking for upfront payment is even more important. You don’t have an existing trust-based relationship, so securing a deposit protects both you and the client.

Schedule your client discovery calls with YouCanBookMe

Set up your booking page in minutes.

The type of deposit you collect depends on your business model and the level of commitment you need from clients. Here are the most common options:

Percentage of the job (e.g., 50%)

A deposit based on a percentage of the total cost is one of the most common ways to secure commitment. Most businesses charge 25-50% upfront, ensuring they cover initial costs while keeping clients invested in the project.

👉 Best for: Freelancers, consultants, contractors, and businesses handling custom projects.

Full amount

For smaller services or one-time appointments, charging the full amount upfront makes the most sense. If your service is standardized and doesn't require ongoing work, there’s no reason to wait for payment.

👉 Best for: Coaches, therapists, trainers, and digital service providers.

Flat deposit

Instead of a percentage, some businesses request a fixed deposit amount to cover preparation work, and materials, or simply to secure a client’s spot.

👉 Best for: Contractors, event planners, and businesses with upfront costs.

So, how do you actually ask for an upfront payment? Let’s break it down in the next section!

1. Decide what type of upfront payment makes sense for your business

Before asking for payment, figure out what structure works best. Do you need a percentage-based deposit, full payment, or a flat fee? The right approach depends on your industry and the type of commitment required.

For example, if you’re a photographer, holding a date without a deposit is risky. Most charge 25-50% upfront to secure the session and cover prep work. Wedding photographers usually require 50% upfront, with the rest due before the event—because if a couple backs out last minute, that’s a full day of lost income.

If you’re a marketing consultant, your work starts before the first call—research, strategy, planning. That’s why many consultants charge 50% upfront and 50% on completion or work on a monthly retainer. This ensures the client is invested and you’re not chasing payments later.

2. Set clear terms in your contract or proposal

Next, outline your payment terms upfront so there’s no confusion. Include details like:

• How much is due upfront: Is it 25%, 50%, or the full amount?
• When the balance is due: Before delivery, at project milestones, or after completion?
• Whether the deposit is refundable or non-refundable: Make this crystal clear.
• Accepted payment methods: Credit card, bank transfer, PayPal, or another system?
• Late payment policies: Will there be penalties for overdue balances?
• Cancellation terms: If the client backs out, do they forfeit their deposit?

3. Communicate the deposit requirement early in the process

Mention upfront payments as soon as you discuss pricing—not as a surprise after the client has committed. Here’s when to bring it up:

• On your website or pricing page: If you list your services online, include a note about deposit requirements so clients know what to expect.
• During the initial inquiry or discovery call: When a potential client asks about pricing, mention that a deposit is required to secure their spot.
• In your proposal or contract: Payment terms should be written down clearly, so there’s no confusion later.
• Before confirming the booking: If the client is ready to move forward, remind them that a deposit is needed before work begins.

4. Be prepared to handle objections

Some clients might still hesitate when they hear "deposit required." That’s normal. But your business isn’t a gamble, and you shouldn’t be working without financial security. If a client pushes back, explain why upfront payments are standard—they lock in their spot and help to cover your initial costs.

If a client flat-out refuses, ask yourself: is this someone you really want to work with? A serious client won’t have a problem with fair payment terms.

5. Send a professional invoice or payment request

Once the client agrees, don’t wait—send the invoice or payment request immediately. A clear, professional invoice removes any confusion about what’s due, when it’s due, and how to pay.

If they don’t pay within the agreed timeframe, you may need to send a payment reminder email as a gentle nudge.

Master Your Inbox: The Small Business Guide to Client Communication

Okay, now it’s the hard part—how do you actually word your upfront payment requests? Grab these ready-to-use templates for different situations.

If you don’t want to spend too much time finding the perfect words, you can use this ChatGPT prompt to put your first draft together:

“I am a small business owner looking to draft a professional yet friendly email requesting an upfront payment from a client before starting work. The email should open with a warm greeting and a brief reminder of the agreed-upon services, such as [brief description of service], to reinforce the value.

It should clearly state the amount due [$X or % of total], the due date [due date], and payment details [preferred payment method, invoice link, or attachment]. The tone should be polite but firm, making it clear that work will begin once payment is received. If relevant, the email can mention any previously discussed terms, such as [mention prior agreement on payment terms], or offer payment options like [installments or alternative arrangements]."

1. Advance payment email template—new clients

2. Advance payment email template— returning clients

3. Advance payment email template— covering material costs

Now, if you’re looking for the best way to include upfront payment terms in your contract, proposal, or email, the key is clear and confident wording. Your goal is to set expectations, keep it professional, and make the terms easy for the client to understand.

Below are a few straight-up ways to spell out your payment terms so there’s no confusion. 👇

Alternative ways to phrase upfront payment terms:

• Deposit before work begins: "A [percentage]% deposit is required before work starts. The remaining balance will be invoiced upon completion and is due within [X] days."
• Non-refundable deposit policy: "A non-refundable deposit of [amount] is required to secure the project. This deposit will be credited toward the final balance but is not refundable in case of cancellation."
• Milestone-based payments: "The project fee will be split into multiple payments: [percentage]% upfront, [percentage]% at [milestone], and the final [percentage]% upon project completion."

You can include these payment terms in your email or directly in your proposal—whichever works best for you.

The final world

Upfront payments protect your time, keep cash flow steady, and ensure clients are fully committed. Make it a standard part of your process and communicate it with confidence.

To make things even easier, YouCanBookMe allows you to collect payments automatically at the time of booking, so there’s no need to chase invoices or send awkward payment reminders. Clients book, pay, and you focus on delivering great work.

Create your free account today!