How to Take Wrap Deposits and Get Paid Online in Wraptor

To take wrap deposits without chasing anyone, set one deposit rule that prints on every quote, ask for the money at the moment the customer says yes, and give them a link they can pay from their phone without an account. In Wraptor, the deposit you set under Money → Quote Settings → Quote defaults rides on every new quote, and when the customer approves online, Wraptor can create the deposit invoice and show a Pay deposit button on the spot. The same invoice collects the balance later by card or bank (ACH), every payment sends a receipt automatically, and an unpaid balance gets up to three reminder emails.

The short version

• •Set the deposit once. None, Percent, or Fixed $ under Quote defaults; new quotes start at 50% until you change it.
• •Collect at approval. The approve button names the deposit, and an online approval can raise the deposit invoice by itself.
• •One invoice, two charges. The invoice splits into a Deposit (due now) and a Balance (due on the due date), paid one after the other on the same page.
• •Card and ACH, no login. Customers pay through Stripe Checkout; until your payouts are set up, the page shows your own payment instructions instead.
• •Receipts are automatic. Every payment, online or recorded by hand, emails the customer a receipt PDF.
• •Balances chase themselves. Invoice reminders are on by default: up to three emails about six days apart, then a bell telling you it's time to call.

Why the deposit belongs at approval

A wrap is custom manufacturing: printed film fits one vehicle, and the bay-day you hold for it can't be sold twice. Most shops take 30–50% at booking, and 50% is the usual figure for custom work: design starts after the deposit clears, material is printed after the proof is signed, and the balance is due at pickup. The reasoning, and wording customers accept, is in the deposit policy guide; how to structure the invoice itself is in how to invoice wrap jobs.

The easiest time to collect is the minute the customer says yes. A deposit requested later, by phone, from someone who has mentally moved on, is the one that slips. So the workflow below puts the ask inside the approval.

Bottom line: a deposit policy only works if paying it takes one tap at the moment of yes.

Step 1: Set your deposit policy once

Open Money → Quote Settings → Quote defaults (it needs the Settings permission; see Quote setup) and set three things:

1. 1.Deposit: None, Percent, or Fixed $. Left untouched, quotes keep a 50% deposit.
2. 2.Request the deposit automatically when a customer approves online: pick one of the options in the table below.
3. 3.Payment instructions: what customers read after approving if you don't take payment online, such as "Call the shop to pay your deposit by card, or drop by with cash." Leave it blank and that step is left out.

Then press Save quote defaults.

Two timing details matter. The deposit is copied onto each quote when the quote is created, so changing your default never rewrites quotes already out. The auto-deposit rule and payment instructions are read live at approval, so a change reaches the next customer who approves, even on a quote you sent last month. To change the deposit for one job, open the quote's Details card and use the Deposit row: the Deposit required to schedule switch, Percent or Fixed amount, and the number. Keep the word "deposit" out of your quote terms; the deposit line prints live from each quote, and if your terms mention it, Wraptor prints your sentence and skips the live line.

Bottom line: set the default once, and override it per quote only when a job really is different.

Step 2: Turn on card and bank payments

1. 1.Go to Money → Payments.
2. 2.Click Set up payouts and complete Stripe's onboarding. Use Finish payment setup for any remaining steps until the row shows Payments active.
3. 3.Optionally switch on Offline payments (Zelle / cash / check) and enter your Zelle handle (email or phone) so it prints on pay pages.
4. 4.Click Done to fold the card to one line.

What customers see before payouts are set up

You can quote and invoice from day one. Until Stripe charges are enabled, the pay page shows How to pay with your Payment instructions word for word, or, if that box is blank, a line asking the customer to contact your shop. Their tracking page reads See how to pay → instead of Pay securely online →, the Mark approved sheet greys out its pay-link option, and the Automatic rule doesn't create invoices.

Who pays the processing fee

You do; the customer pays the invoice amount and nothing more. Processing is 3.2% + 55¢ per card payment and 1% (max $5) + 0.25% + 25¢ per bank (ACH) payment: Stripe's processing and payout costs plus a small buffer, deducted before payout, with no separate Wraptor percentage. The fee shows on the Getting paid card and on your paid bell, never on the invoice or receipt, and a refund doesn't return it.

Step 3: Let online approval request the deposit

When a quote asks for a deposit, the customer's approve button says so: "Approve — $500.00 deposit due." When they press it:

1. 1.The quote is approved and the job is created on your Approved stage; there's nothing to convert.
2. 2.Their page switches to Thanks — here's what happens next, with Pay your deposit and a working Pay deposit button when a deposit invoice exists. The same list arrives by email.
3. 3.If you don't take payment online, they see your How to pay instructions instead, or a line saying the shop will send payment details.
4. 4.You get an approval email with a Deposit block: either "invoiced and sent," with the pay link to forward, or "not collected yet," with Collect the deposit →.

The deposit is due immediately and the balance in 30 days. Full detail on the approval page is in the Quotes manual.

Step 4: Request a deposit or payment yourself

When the yes comes by phone or at the counter

Click Mark approved on the quote, or on its row in Money → Quotes. Record How did they say yes?, then choose what happens with the Deposit:

• •I already collected it: the job is marked Deposit in and no pay link goes out. No payment is recorded, so log the money with Record Payment (Step 6).
• •Send a pay link — $X: creates the deposit invoice, marks it sent, and copies the pay link.
• •No deposit right now.

Click Approve & create job. Marking a quote approved never creates an invoice unless you pick the pay-link option.

For any approved quote: Request deposit / payment

1. 1.Open the approved quote and choose Actions → Request deposit / payment, or click Request deposit on its row in Money → Quotes.
2. 2.Wraptor creates the invoice with the deposit split, marks it Sent, copies the pay link (pointed at the deposit while it's owed), and opens the invoice email. The toast reads "Deposit requested — $X pay link copied."
3. 3.Send the email, or paste the link into a text.

Create Invoice beside it makes a Draft instead, for when you want to check the numbers first. For a walk-in with no quote, the job's Invoices tab offers Create blank invoice, with an Invoice amount ($) and a Deposit percent.

Step 5: Deposit and balance, paid on one page

Every invoice gets an INV number and a due date 30 days out. When the quote asked for a deposit, the invoice carries two charges:

The customer opens the link with no login and sees your logo, the quote's items, the totals, the deposit and balance lines, and a pay button ("Pay by card or bank account (ACH), powered by Stripe."), pinned to the bottom of the screen on a phone. They pay in Stripe Checkout by card or, for US-dollar shops, US bank account, and land on Payment Successful! while the invoice updates itself. Card is instant; ACH takes 3–5 business days and shows Processing until it clears. With Zelle on, a Prefer Zelle? block shows your handle and the invoice number with Copy buttons, so the payment is easy to match.

The link works for the whole job: once the deposit is paid, the same link collects the balance.

Step 6: Receipts and records take care of themselves

• •Receipts. Every payment emails the customer one receipt, with a PDF attached marked RECEIPT, PAID IN FULL, or PARTLY PAID. Their pay page offers Download receipt (PDF) as well. There's nothing to send by hand.
• •Online payments record themselves. Your bell reads Deposit paid with the amount, the processing, and what reaches your Stripe balance. Don't record it again; that would overstate what they paid.
• •Offline payments. Click Record Payment on the invoice, pick the Method (Check, Zelle, Cash, or Other), choose Apply to (the deposit, the balance, or the whole invoice), adjust the Amount for a partial payment, and click Record Payment. Recording works on a Draft, so a cash deposit at the counter doesn't need the invoice sent first.
• •Your ledger. Invoices move from Sent to Partial to Paid as money lands, and Money → Payments lists every payment with This week, This month, and Last month totals, filterable by method.

Step 7: Chase balances without awkward calls

• •Invoice reminders are on by default under Settings → Customer messages → Money. Wraptor sends up to three emails about six days apart, each with a Pay now button. A balance is chased once its due date has fully passed; a deposit gets a seven-day grace period after the invoice is sent. The first reminder flips the invoice to Overdue, and after the third, your bell says it's time to call the customer.
• •The tracking page lists every open invoice with its live balance and puts a pay row in the Waiting on you list at the top (see Track).
• •The install reminder, sent about two days before a scheduled install, asks for the deposit with a pay link when a sent invoice still has deposit owed.
• •Money → Invoices shows total billed, outstanding, collected, and overdue, with Unpaid and Overdue chips and a Copy pay link on each open row.
• •Stage actions, once Wraptor turns the feature on for your shop, can send Request the balance when a job enters a stage such as Ready for pickup. They only re-send an invoice you've already sent. If online approval already takes your deposit, don't also put Request the deposit on your Approved stage, or the customer is asked twice.

A sent invoice is frozen: Change deposit works while nothing has been paid; otherwise Void it and create a new one. Notification and reminder switches are covered in the Settings manual.

Bottom line: the reminders do the polite chasing, and your part starts only when the bell says to call.

Managers and Designers hold the Billing & Quotes permission by default; refunds need the owner or a Manager. Invoicing, card and ACH payments, receipts, and reminders work on every plan and during the trial. Full detail is in the invoicing manual and on the invoicing feature page.

Put your next deposit through Wraptor

Set your deposit under Quote defaults, connect payouts, and send your next quote; the customer's approval will carry the deposit ask with it. Start a 7-day free trial at wraptor.app/trial, with no card required, or book a demo to see the quote-to-paid flow on a real job.

FAQ

How much deposit should a wrap shop take? Most shops take 30 to 50 percent at booking, and 50 percent is the usual figure for custom work. Wraptor starts new quotes at a 50 percent deposit until you change the default under Money → Quote Settings → Quote defaults, where you can also choose a fixed dollar amount or no deposit.

Can customers pay a wrap deposit online without an account? Yes. They open a pay link from the approval page, the invoice email, or their tracking page and pay by card or US bank account through Stripe Checkout, with no login. The invoice updates itself and the customer gets a receipt.

Who pays the card processing fee? The shop does. The customer pays the invoice amount and nothing more, and the processing fee is deducted before payout and shown on your Getting paid card and your paid notification. It is never printed on the invoice or receipt, and a refund does not return it.

What happens if I haven't set up Stripe payouts yet? You can still quote and invoice. The pay page shows How to pay with the payment instructions you wrote in Quote defaults, or a line asking the customer to contact the shop, and the tracking page says See how to pay instead of offering a card button. Once Money → Payments shows Payments active, the pay button appears.

Does Wraptor send receipts automatically? Yes. Every payment, whether paid online or recorded by hand, emails the customer one receipt with a PDF attached showing the amount, the method, and the remaining balance or paid in full. You never send receipts yourself.

How does Wraptor chase an unpaid balance? Invoice reminders are on by default and send up to three emails about six days apart, each with a pay button, once the balance is past due. The first reminder marks the invoice overdue, and after the third Wraptor stops and notifies you to call the customer.

Manual: Invoicing & billing · Quotes · Quote setup · Settings · Track