Collect Window Deposit
Automatically collect deposits when customers approve window and door quotes. Streamline payment collection, reduce manual follow-ups, and improve cash flow from the moment a project is confirmed.
When
Quote Approved by Customer
Then
Deposit Invoice Sent & Payment Collected
3 hours per project
Time Saved
50% faster deposits
ROI Impact
To automate window and door deposit collection, connect your quoting system to an invoicing and payment processing tool. When a customer approves a quote, the system automatically generates a deposit invoice, sends it to the customer with payment options, processes the payment, and records the transaction—eliminating manual follow-ups and accelerating cash flow.
How This Automation Works
Quote Approved by Customer → Deposit Invoice Sent & Payment Collected
Customer Approves Quote
When a customer accepts a window or door installation quote in your quoting system, CRM, or proposal software, the approval status triggers the automated deposit collection sequence.
Generate Deposit Invoice
The system automatically creates a professional deposit invoice using the approved quote details, calculating the correct deposit amount based on your configured percentage or fixed amount rules, and including all relevant project information.
Send Payment Request
A branded email is automatically sent to the customer with the deposit invoice attached, clear payment instructions, multiple payment method options, and a secure payment link for immediate processing.
Process Payment
When the customer completes payment through the provided link, the integrated payment gateway processes the transaction securely and confirms the deposit has been received.
Record Transaction
The system automatically records the deposit payment in your accounting software, updates the project status to 'deposit received,' and synchronizes financial data across all connected systems.
Notify Team & Customer
Confirmation notifications are sent to both the customer (payment receipt) and your internal team (deposit received alert), triggering the next phase of project scheduling and material ordering.
How It Works
For window and door contractors, collecting deposits quickly after quote approval is critical to securing jobs and maintaining healthy cash flow. Manual deposit collection often leads to delays, missed payments, and time-consuming follow-ups that slow down project starts. This automated deposit collection system transforms your payment process by instantly generating invoices, sending payment requests, and processing deposits the moment a customer accepts a quote. By eliminating manual tasks and payment delays, you can focus on installation and customer service while ensuring every approved project is backed by a confirmed deposit. The system handles everything from invoice creation to payment confirmation, providing real-time visibility into your cash position and reducing the administrative burden on your team.
The Trigger
When a customer accepts a window or door installation quote through your quoting system, CRM, or proposal software, the deposit collection process initiates automatically without any manual intervention required.
The Action
The system immediately generates a professional deposit invoice with the correct amount and project details, sends it to the customer via email with payment options, processes the payment through your preferred payment gateway, records the transaction in your accounting software, and notifies your team that the deposit has been received and the project is ready to schedule.
Common Use Cases in Window door
- Residential window replacement companies collecting 50% deposits on custom window orders before placing manufacturer orders
- Door installation contractors requiring deposits to secure installation dates and purchase materials for commercial projects
- Home improvement businesses using quote-to-deposit automation to reduce the time between proposal acceptance and project start
- Multi-location window and door retailers standardizing deposit collection processes across all branches while maintaining centralized financial visibility
- Custom door manufacturers collecting deposits for bespoke orders to cover upfront material costs and design work
Results You Can Expect
Faster Cash Flow
Collect deposits within minutes of quote approval instead of waiting days for manual invoicing and payment processing, significantly improving your cash position and ability to fund materials and labor.
Reduced Administrative Time
Eliminate manual invoice creation, payment follow-ups, and transaction recording, freeing your administrative team to focus on customer service and project coordination instead of chasing payments.
Improved Collection Rates
Automated payment reminders, multiple payment options, and immediate invoice delivery reduce the likelihood of forgotten or delayed deposits, protecting your revenue and project pipeline.
Better Customer Experience
Provide a seamless payment experience with instant invoices, convenient payment methods, and automated receipts that make it easy for customers to complete their deposit and start their project.
Frequently Asked Questions About This Automation
When a customer approves a quote in your system, the automation immediately generates a deposit invoice with the agreed amount (typically 30-50% of project total), sends it to the customer via email with clear payment instructions and options, processes the payment through integrated payment gateways, and records the transaction in your accounting system—all without manual intervention.
Set Up Automated Deposit Invoicing in Minutes
Stop doing manual work that software can handle. Fieldproxy makes it easy to set up this automation and dozens more - no coding required. Our AI builder helps you customize everything to match your exact business process.
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