How Do I Accept Deposits with PhotoBiz Scheduler

How to Set Up Deposit Payments in the PhotoBiz Scheduler

Overview

PhotoBiz Scheduler allows you to collect payment when a client books a session online. If you want to offer a deposit option, you can set up your service so clients can choose between paying a deposit now or paying the full session amount at checkout.

This is done by setting the main service amount to $0.00 and using Scheduler sub-options to create your payment choices. In this guide, you will learn how to create a deposit payment option, add a pay-in-full option, and make the booking process easier for your clients.

Prerequisites

Before you begin, make sure your Scheduler is connected to your ECommerce settings and that you have a payment method set up for online checkout.

You will also need an existing Scheduler service or a new service you are ready to create.

Pro Tip

After your client books, you can easily send an invoice for the remaining balance right from your PhotoBiz control panel.

Learn More: How to Send an Invoice for the Remaining Balance

STEP ONE

Log into your PhotoBiz account and click SCHEDULER in the left-side menu.

This opens your Scheduler Dashboard, where you can manage services, availability, bookings, and Scheduler settings.

STEP TWO

At the top of your Scheduler Dashboard, click SERVICES.

This opens the list of services available in your Scheduler.

STEP THREE

Choose the service you want to edit, or create a new service.

If you are editing an existing service, click the service name to open the service editor. If you are creating a new service, build the service details first, including the service name, description, duration, and availability settings.

STEP FOUR

In the service editor, set the Service Amount to $0.00.

You will use sub-options to control the actual payment amounts your client can choose during booking. This setup allows one service to offer more than one payment option, such as a deposit or full payment.

If you do not want clients to see a $0.00 price before they select a paid option, you can update your ECommerce General Settings to keep $0 pricing hidden from view.

STEP FIVE

Click the OPTIONS tab inside the service editor.

Then click NEW OPTION to create the main option that will hold your payment choices.

STEP SIX

In the right-side menu, enter Payment Options as the Option Name.

Set Display Price to YES so clients can see the cost of each payment choice. Set Required to YES so clients must choose either the deposit option or the pay-in-full option before they continue booking.

Click ADD OPTION to save the option.

STEP SEVEN

Click the Payment Options option you just created.

This opens the option editor, where you can add the individual payment choices your clients will see in the dropdown menu.

STEP EIGHT

Click NEW SUB OPTION.

This is where you will create the first payment choice, such as the deposit option.

STEP NINE

Enter a Sub-Option Name, such as Pay Deposit.

In the Additional Price field, enter the deposit amount you want to collect when the client books. For example, if your session deposit is $100.00, enter 100.00.

Review the Add Optional Text Field setting carefully. This field can be useful if you want the client to type a short acknowledgment, such as their name or confirmation that they understand your deposit policy. However, if you set this text field to required, the client must complete it before they can continue booking.

To keep the booking process simple, only use a required Optional Text Field when it is truly necessary. In most cases, it is better to explain your deposit terms in the service description, contract, confirmation message, or follow-up communication instead of adding another required field during booking.

Click SAVE CHANGES to save your deposit option.

FINAL STEP

Click NEW SUB OPTION again to create your full payment option.

Enter a Sub-Option Name, such as Pay In Full. In the Additional Price field, enter the full session price.

For example, if the full session price is $500.00, enter 500.00.

Click SAVE CHANGES to save your full payment option. Your service now allows clients to choose between paying the deposit or paying in full when they book.

What Your Clients Will See

When clients book this service, they will see a dropdown menu labeled Payment Options.

They can choose from the payment choices you created, such as:

Pay Deposit
Pay In Full

Payment Option Drop Down Menu

Your clients will have the option to choose between paying the session deposit or pay in full from the drop down menu.

If the client selects Pay Deposit, the deposit amount will be added to checkout.

If you added an Optional Text Field to a sub-option and made it required, the client must complete that field before they can continue selecting a date and time. This can be helpful for acknowledgments, but it may also add friction to the booking process. Use this setting only when needed.

Deposit Option

If the client selects Pay In Full, the full session amount will be added to checkout.

Pay In Full Option

Best Practice for Deposit Agreements

If you need clients to acknowledge a deposit policy, cancellation policy, or remaining balance agreement, consider using one of these options instead of requiring extra text during booking:

Add the policy to the service description.
Include the policy in your confirmation message.
Send a contract or invoice after booking.
Add clear payment terms to your website.
Use the Optional Text Field only when a typed acknowledgment is required for your workflow.

Keeping the checkout process simple can help reduce abandoned bookings and make it easier for clients to complete their session request.

Sending an Invoice for the Remaining Balance

After your client pays a deposit and books their session, you can send an invoice for the remaining balance from your PhotoBiz control panel.

This is helpful when you collect a deposit at booking and collect the rest of the payment closer to the session date.

Learn More: How to Send an Invoice for the Remaining Balance

Additional Options or Helpful Notes

Your deposit amount and full payment amount are controlled by the sub-option prices you create.

The main service amount should stay at $0.00 when you are using sub-options for payment choices.

You can create additional payment options if needed, such as multiple deposit amounts, package tiers, or add-on choices.

If you update your pricing later, make sure you review both the deposit sub-option and the pay-in-full sub-option so the amounts stay accurate.

Troubleshooting or FAQs

Why is my client being asked to type something before booking?

This usually happens when the Optional Text Field is enabled and set to required on a sub-option. Open the sub-option settings and review the Optional Text Field. If you do not need the client to type an acknowledgment, remove the field or make sure it is not required.

Why does my service show $0.00?

This can happen because the main Service Amount is set to $0.00. When using deposit and pay-in-full choices, the actual pricing is added through the sub-options. You can adjust your ECommerce General Settings if you want to hide $0 pricing from view.

Can clients choose between paying a deposit and paying in full?

Yes. Create one sub-option for the deposit amount and another sub-option for the full payment amount. Set the main Payment Options option to required so clients must choose one before booking.

Can I collect the remaining balance later?

Yes. After the client books and pays the deposit, you can send an invoice for the remaining balance from your PhotoBiz control panel.

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