Note: The Deposit Threshold feature is for Enterprise plans only.
Effective management of deposit requirements is critical for ensuring seamless billing and invoicing processes within Copilot CRM. Deposit settings enable businesses to streamline payment practices and enforce consistent payment procedures.
Copilot CRM provides two deposit configuration layers: company-level settings and customer-specific settings. Company-level settings define global rules that apply to all customers, while customer-specific settings allow for individual customization, overriding the global rules wherever necessary.
The 'Deposit Threshold' feature can be found in Settings > Invoices, Estimates & Receipts.
For example, businesses can configure a 50% deposit requirement for estimates exceeding $2. However, depending on whether the company-level or customer-specific settings are applied, the process for enforcing this requirement changes.
The Deposit Threshold setting allows you to determine whether customers are required to pay a deposit when receiving an estimate. At the top of this setting, you can choose one of the following options:
All Customers: The threshold applies to all customers by default.
No Customers: No deposit threshold is applied to any customers.
Use Customer Profile Setting: The threshold is determined individually within each customer’s profile.
Example Scenarios: Company-Level vs Customer-Specific Settings
Customer-Specific Rule Scenario: A company sets a 50% deposit requirement but configures the 'Require Deposit' setting to use customer profiles. Customer A does not have this threshold set in their profile, so the rule does not apply to Customer A.
Universal Rule Scenario: The 'Require Deposit' setting is switched to 'all customers.' Now, every customer receiving a quote exceeding $500 is required to pay a 50% deposit without needing further configurational changes.
This setting applies when creating new customers and estimates. Existing customers and estimates will not have their settings updated retroactively.
Customer-Specific Setting
The customer-specific setting can be found under the customer’s profile and acts as an override to the global setting described above. This allows you to tailor deposit requirements on a per-customer basis.
Navigate to the Customers page, and click on a customer.
Under Customer Portal, select 'Require Deposit prior to accepting an Estimate.'
Set the requirement to apply either a specific threshold, use company defaults, or no deposit required.
Setting Your Threshold
You can configure your deposit threshold to require either:
A specific dollar amount
A percentage of the estimate total
Adjust these settings according to your business needs to streamline payment processes and ensure consistent handling of deposits.