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Set Deposit Amount and Share via the Organizer Portal

Learn how to set and communicate deposits to your customers

Updated over 9 months ago

🎯Deposits

Gazebo simplifies setting and sharing deposit details with your clients, starting a smooth deposit and payment process in the Organizer Portal. Huzzah!

Hold "Ctrl" and click "+" to zoom in, or click on any image below to enlarge it!

  1. Navigate to the booking. Under the "Invoices" tab, select the "Set Deposit Amount" button.

  2. A window will pop up where you will populate the Amount and Due Date. Click the "Send notification(s) and make deposit visible in the Organizer Portal" radio button to automate the communication.

    🎯 You can preview the email template in a tab before sending by clicking the link at the bottom!

  3. Click "Save".

  4. The deposit will now appear under the deposits section. You can choose to apply it toward the balance or hold it as a security deposit.

    🎯Payments applied as a security deposit won’t affect the booking balance. Payments applied to the balance will reduce the booking total by covering any invoices.

  5. You'll see the "Visible to Organizer" toggle switch. When turned on, an automatic deposit reminder email is sent. When turned off, the deposit amount is hidden from the Organizer Portal.

    🎯Remember when you set the deposit amount and due date? If you checked the box to send notifications and show the deposit, this toggle’s already set to "Yes!" Feel free to turn it on or off whenever you like.

Manual Deposit Payments

You can manually add payment (check) by clicking "Add Payment" and selecting the "This is a deposit payment" box.

The Organizer Portal

  1. From the organizer portal, clients will select the "Make Deposit Payment" to get a view of their payment flow.

    🎯Remember, only those individuals marked as "Primary" and/or "Financial" in the booking will have access and ability to make payments.

  2. They can opt to pay a custom amount or the full deposit.

  3. Once a payment is made to the deposit, you will see it post to the "invoices" tab on the booking.

  4. If you chose "Apply to Balance" on deposit type, the balance will automatically adjust when the deposit payment is made. This is because the deposit will automatically apply to the generated invoice.

Deposit Tips

🎯Tip 1: Choose Between Percentage or Fixed Deposit

When setting up deposits, organizations typically choose either a fixed deposit for all bookings or a percentage of each booking's total.

  • Gazebo does not have a percentage calculator. If you choose to use a percentage (like 15% of the total), you’ll need to manually calculate it for each booking and enter the amount into the deposit box.

  • For simplicity, a fixed amount (like $100) stays the same, no matter the booking size, and you don't need to do any calculations. It’s all about what works best for your organizations needs!

🎯Tip 2: Revisit and Preview Email Templates and Contracts

It’s a good idea to revisit your email templates and contracts from time to time.

  • Before sending deposits or invoices, use the built-in preview buttons to check your emails—it’s quick and easy!

  • While you may not need to create new contracts, you can easily edit existing ones to update deposit amounts and keep everything current.

🎯Tip 3: Run the Deposit Summary Report

This report shows deposit details like due dates, type, requested amount, and total payments made.

  • The total deposit for each booking (e.g., Sherry's Shindig has a $500 deposit).

  • A detailed breakdown of deposit payments (e.g., Jerry's Jamboree made multiple payments totaling $600).

  • A clear overview of who has paid and who still owes deposits across all bookings.

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