How Deposits Work on Apprentice

A comprehensive guide to understanding deposit requirements, collection, tracking, and refunds on Apprentice.

Overview

Deposits are a key part of tattoo booking workflows. They secure appointment slots, reduce no-shows, and demonstrate client commitment. On Apprentice, deposits are tracked at the project level and can be collected through multiple methods. This guide explains everything you need to know about deposits—whether you're an artist collecting them or a client paying them.

What is a Deposit?

A deposit is a partial payment made in advance to secure a tattoo appointment. It's applied toward the total project cost, not an additional fee.

Key Points:

• Deposits are part of the total cost, not extra
• Typically $50-$100 or 20-30% of estimated total
• Non-refundable in most cases (artist-dependent)
• Required to confirm your appointment
• Tracked separately from final balance

Example:

• Total tattoo cost: $500
• Deposit required: $100 (20%)
• Amount due at appointment: $400 ($500 - $100 deposit)

Why Deposits Matter

For Artists

• Reduces No-Shows: Clients with financial commitment are less likely to skip appointments
• Secures Income: Compensates for time blocked on your calendar
• Professional Standards: Industry-standard practice shows professionalism
• Time Protection: Covers design time invested before appointment

For Clients

• Confirms Your Booking: Your appointment is officially scheduled
• Secures Your Slot: Artist blocks time specifically for you
• Shows Commitment: Demonstrates you're serious about the project
• Applied to Total: Reduces what you owe at appointment

How Deposits Are Set

Artist Sets Deposit Amount

Artists control deposit requirements per project:

1. During Booking: Artist can require a deposit when confirming a booking
2. In Project Details: Artists can add or update deposit amounts at any time
3. Pricing Calculator: Some artists use automatic deposit calculation (e.g., 20% of estimated price)
4. Custom Amounts: Artists can set any deposit amount based on project scope

Common Deposit Structures:

• Flat Rate: $50 deposit for all small/medium tattoos
• Percentage: 20-30% of estimated total cost
• Hourly Rate: Equivalent to first hour of work
• Tiered: $50 for small, $100 for medium, $200+ for large/full day sessions

Artist Can Waive Deposits

Not all projects require deposits:

• Return Clients: Some artists waive deposits for trusted clients
• Walk-Ins: Typically no deposit required
• Small/Quick Work: Flash tattoos may not require deposits
• Shop Policy: Some shops have no-deposit policies

How to Pay a Deposit

Method 1: Online Payment (Stripe Connect)

When available: If your artist has Stripe Connect enabled

Steps:

1. Artist sends you a booking confirmation or booking link
2. Click the payment link in the email or notification
3. Enter your payment information (credit/debit card)
4. Submit payment through Stripe's secure payment form
5. Receive instant confirmation email

Benefits:

• ✅ Pay from anywhere, any time
• ✅ Instant confirmation
• ✅ Secure payment processing
• ✅ Automatic tracking in Apprentice

Payment Methods Accepted:

• Credit cards (Visa, Mastercard, Amex, Discover)
• Debit cards
• Digital wallets (Apple Pay, Google Pay) [coming soon]

Transaction Fees:

• Stripe charges 2.9% + $0.30 per transaction
• Artist may absorb this cost or pass it to you (varies by artist)

Method 2: In-Person Card Payment

When available: At the shop, if artist has Stripe Connect

Steps:

1. Arrive at the shop or attend a consultation
2. Artist opens the Payment Drawer on their device
3. You enter your card information into the secure Stripe form

• OR artist enters it with your permission

4. Payment processes immediately
5. You receive confirmation email

Benefits:

• ✅ Pay when you're ready to book
• ✅ Immediate confirmation
• ✅ Option to add a tip
• ✅ No need to remember to pay later

Method 3: External Payment (Venmo, Zelle, Cash, etc.)

When available: Always available; artist records payment manually

Steps:

1. Agree on deposit amount with your artist
2. Send payment via your preferred method:

• Venmo, Zelle, PayPal, Cash App
• Cash in person
• Check
• Other payment apps

3. Artist records the payment in Apprentice
4. Confirm with artist that payment was received

Benefits:

• ✅ Use your preferred payment method
• ✅ No credit card required
• ✅ No online transaction fees (Stripe fees)
• ✅ Flexible and familiar

Important:

• Always confirm receipt with your artist
• Keep records of external payments (screenshots, receipts)
• External payments may not trigger automatic confirmation emails

When Deposits Are Collected

Automated Collection (Stripe)

• Booking Links: Client pays deposit when booking through a booking link
• Prep System: Deposit collected when client completes preparation forms
• Booking Confirmation: Artist can request deposit when confirming a booking request

Manual Collection

• Consultation: Collected during initial consultation
• Booking Confirmation: Artist requests payment after confirming appointment
• Shop Visit: Paid when stopping by the shop
• Before Appointment: Anytime before the scheduled date

Typical Timeline

• At Booking: Most common—deposit required to confirm booking
• 24-48 Hours Before: Some artists require deposit a few days prior
• At Consultation: For large projects, deposit may be collected after initial meeting
• Immediately: Walk-in deposit for same-day spots

Deposit Tracking in Apprentice

Where to View Deposit Status

For Clients:

• Dashboard: See deposit status on appointment cards
• Project Details: View deposit amount and payment status
• Payment History: See all payments including deposits

For Artists:

• Today Console: Quick view of unpaid deposits for today's appointments
• Appointment Details: Full deposit and payment tracking
• Client 360 View: See deposit history across all client projects
• Payment Analytics: Track deposit collection rates

Deposit Status Indicators

Payment Status Flow

1. Booking Created → Payment Status: "pending"
2. Deposit Required → Deposit Amount: $50, Deposit Paid: false
3. Deposit Paid → Deposit Paid: true, Payment Status: "partial"
4. Final Payment → Payment Status: "paid"

Project-Level Tracking

All deposits are tracked on the project (not just the appointment):

• Deposit Amount: Shows how much deposit is required
• Deposit Paid: Boolean flag (true/false)
• Payment Total Received: Includes deposit + any additional payments
• Payment Events Ledger: Append-only audit trail of all payments

This means:

• ✅ Deposit carries across rescheduled appointments
• ✅ Deposit applies even if appointment is moved
• ✅ Complete payment history preserved
• ✅ No duplicate deposits if appointment changes

Deposits vs. Final Payment

Understanding the Difference

Deposit:

• When: Paid upfront to secure booking
• Amount: Partial payment (e.g., $100 of $500 total)
• Purpose: Reserve artist's time, demonstrate commitment
• Status Flag: deposit_paid = true

Final Payment:

• When: Paid at or after appointment completion
• Amount: Remaining balance (e.g., $400 if $500 total - $100 deposit)
• Purpose: Pay for completed work
• Status Flag: payment_status = 'paid'

How They Work Together

Scenario 1: Deposit + Balance at Appointment

1. Client pays $100 deposit when booking (online via Stripe)
2. deposit_paid = true, payment_status = 'partial'
3. Client pays remaining $400 at appointment (card/cash/Venmo)
4. Artist records final payment
5. payment_status = 'paid', payment_received = true

Scenario 2: Full Payment Upfront

1. Client pays entire $500 upfront (includes deposit)
2. deposit_paid = true, payment_status = 'paid'
3. No additional payment required at appointment

Scenario 3: Deposit + Multiple Payments

1. Client pays $100 deposit when booking
2. Client pays $200 mid-project for additional work
3. payment_status = 'partial'
4. Client pays remaining $200 at completion
5. payment_status = 'paid'

Outstanding Balance Calculation

Apprentice automatically calculates what's still owed:

Total Project Cost:          $500
Minus Deposit Paid:         -$100
Minus Additional Payments:   -$50
────────────────────────────────
Outstanding Balance:         $350

Artists and clients can see this balance in:

• Project details page
• Payment drawer
• Client 360 view (artists only)

Deposit Refund Policy

Artist-Dependent Policies

Deposit refunds are controlled by artist policy:

Common Policies:

• Non-Refundable: Most common—deposits are not refunded for cancellations or no-shows
• Partial Refund: 50% refund if cancelled with sufficient notice (e.g., 7 days)
• Full Refund: Refunded if artist cancels or cannot fulfill appointment
• Transferable: Deposit can be applied to a future appointment (rescheduling)

Why Non-Refundable?

• Compensates artist for blocked time on calendar
• Covers design work completed before appointment
• Industry-standard practice
• Protects artist from revenue loss

When Refunds Are Issued

Typical Refund Scenarios:

• ✅ Artist Cancels: Full deposit refund
• ✅ Artist Cannot Fulfill: Full deposit refund (emergency, illness, etc.)
• ✅ Mutual Agreement: Partial or full refund by negotiation
• ⚠️ Client Reschedules with Notice: May be transferable (not refunded)
• ❌ Client Cancels Last-Minute: Typically non-refundable
• ❌ Client No-Shows: Deposit forfeited

Check Artist's Policy:

• Refund policy should be stated in booking confirmation
• Ask your artist before booking if unsure
• Policy may vary by project size or client relationship

How to Request a Refund

1. Contact Your Artist: Reach out via chat, email, or phone
2. Explain Circumstances: Provide reason for refund request
3. Review Policy: Artist will reference their refund policy
4. Process Refund (if approved):

• Stripe Payments: Artist processes refund through Apprentice (instant)
• External Payments: Artist sends refund via original payment method

5. Confirmation: You'll receive refund confirmation (Stripe email or artist confirmation)

Refund Timeline

Stripe Refunds:

• Processing: Instant on Apprentice
• In Your Account: 5-10 business days (depends on your bank)
• Status: Tracked in payment history

External Refunds:

• Depends on Method: Venmo/Zelle typically instant; checks take longer
• Artist-Initiated: Artist sends refund manually
• Manual Tracking: Artist records refund in Apprentice

Partial Refunds

Artists can issue partial refunds:

• Cancellation Fee: Refund deposit minus a cancellation fee (e.g., $100 deposit - $25 fee = $75 refund)
• Work Completed: Refund minus cost of completed design work
• Rescheduling Credit: Apply part of deposit to new appointment, refund remainder

Deposit Reminders

Automated Reminders for Artists

If an artist has unpaid deposits for upcoming appointments, Apprentice sends automated reminders:

Timing: Daily at 9:00 AM UTC (typically overnight for US artists)

Criteria:

• Appointment scheduled within next 3 days
• Deposit amount > $0
• deposit_paid = false
• Appointment status: pending, scheduled, or confirmed

Notification Channels:

• Email
• SMS (if enabled)
• In-app notification

Purpose: Prompts artist to follow up with client about unpaid deposits

Manual Follow-Up

Artists can manually remind clients:

• Send payment request via chat
• Share booking link again for online payment
• Send SMS or email reminder

Deposits and the Prep System

Prep System Integration

If your artist uses the Prep System (client preparation workflow):

Flow:

1. Artist schedules appointment and requires deposit
2. Client receives prep invitation email
3. Client completes health forms and consents
4. Deposit payment required before marking prep as complete
5. Client pays deposit through Stripe (if enabled)
6. Prep status updates to "Complete"
7. Appointment confirmed

Benefits:

• ✅ Combines deposit collection with required prep paperwork
• ✅ Ensures client is ready AND committed before appointment
• ✅ Reduces day-of surprises (health issues, no deposit, etc.)
• ✅ Automated workflow saves artist time

Important: Prep System deposit collection requires Stripe Connect. Artists without Stripe must collect deposits manually.

Deposit Best Practices

For Artists

• ✅ Communicate Policy Clearly: State deposit amount and refund policy upfront
• ✅ Collect Deposits Early: Require deposit at booking to reduce no-shows
• ✅ Send Confirmation: Always confirm deposit receipt with client
• ✅ Track Automatically: Use Stripe Connect for automatic tracking
• ✅ Follow Up: Send reminders for unpaid deposits 2-3 days before appointment
• ✅ Be Consistent: Apply deposit policy consistently across all clients

For Clients

• ✅ Pay Promptly: Pay deposit as soon as you book to secure your spot
• ✅ Save Confirmation: Keep email/payment confirmation for records
• ✅ Understand Policy: Read refund policy before paying
• ✅ Communicate: If you need to reschedule, contact artist ASAP
• ✅ Ask Questions: Clarify deposit details if anything is unclear

Troubleshooting Deposits

Common Issues

Issue: "I paid my deposit but it's still showing as unpaid"

• Solution: Contact your artist to confirm they received payment. If paid externally (Venmo, cash), artist must manually record it in Apprentice.

Issue: "I can't pay my deposit online"

• Solution: Artist may not have Stripe Connect enabled. Ask about alternative payment methods (Venmo, Zelle, cash in person).

Issue: "I need to reschedule—will I lose my deposit?"

• Solution: Contact your artist immediately. Many artists will transfer your deposit to a new appointment if rescheduled with sufficient notice.

Issue: "I was charged twice for my deposit"

• Solution: Check your bank/card statement. If double-charged, contact your artist immediately. Stripe charges should only occur once; duplicate charges will be refunded.

Issue: "My deposit was refunded but I didn't request a refund"

• Solution: Artist may have cancelled the appointment. Check your email for cancellation notification and reach out to artist to clarify.

Issue: "I paid a deposit but my appointment was cancelled by the artist"

• Solution: You're entitled to a full refund. Artist should process refund automatically. If not received within 10 business days, contact artist.

Getting Help

For Payment Issues:

• Contact your artist first (fastest resolution)
• Check payment history in your Apprentice account
• For Stripe payment issues, check email for Stripe receipt

For Refund Disputes:

• Review artist's stated refund policy
• Contact artist to discuss
• If unresolved, contact Apprentice support (see Contacting Support)

Understanding Your Payment History

After paying a deposit, you can view it in your payment history:

For Clients:

1. Go to your project or appointment
2. Click "View Details" or "Payment History"
3. See itemized payment events:

• Deposit paid: $100 on [date]
• Additional payment: $50 on [date]
• Balance remaining: $350

For Artists:

1. View client's project in Client 360 or project details
2. Payment History tab shows:

• All payments received
• Deposit status
• Outstanding balance
• Payment methods used

See Viewing Your Payment History for detailed instructions.

Tax and Accounting

For Artists

Deposit Income:

• Deposits count as income when received (even if work not yet completed)
• Report deposits as revenue in tax year received
• Deduct refunded deposits as expenses

Record Keeping:

• Apprentice tracks all deposits in payment events ledger
• Export payment history for tax filing
• Deposits appear in revenue reports

Refunds:

• Track refunded deposits separately
• May be deductible as business expenses
• Consult your accountant for tax treatment

For Clients

Client Considerations:

• Deposits are not tax-deductible for personal tattoos
• Keep receipts for large projects (may be relevant for insurance)
• If tattoo is for business purposes (e.g., professional modeling), consult accountant

Deposits and Payment Status

How Deposits Affect Payment Status

Payment status is automatically calculated based on payments received:

Project Payment Status Enum

type PaymentStatus =
  | 'pending'   // No payment received
  | 'partial'   // Deposit or partial payment received (including deposit)
  | 'paid'      // Full payment received
  | 'refunded'  // Payment refunded

Updated on: 16/01/2026