Overview
SmartMoving allows you to configure how deposits are calculated so they automatically apply to new jobs and estimates.
You can:
Set a default deposit (Flat Rate or Percentage)
Configure deposit rules by opportunity type (Local, Intrastate, Interstate)
Automatically calculate deposits based on the estimated job total
Use the Deposit Amount token across customer-facing templates and documents
This article focuses only on deposit calculation logic. It does not cover:
Enabling online payments
Credit card fee configuration
Discounts
OTP authentication
Before You Start
You must have access to Settings
Only users with appropriate permissions can modify Accounting settings
Opportunity Types (Local, Intrastate, Interstate) must already be configured
Note: When opportunity-type deposit settings are enabled, they default to your existing deposit configuration. Nothing changes unless you update the settings.
Set a Default Deposit Amount
You can establish a standard deposit that automatically populates on new jobs.
To Configure Your Default Deposit:
Navigate to Settings
Select Accounting
Click Deposits
You must choose one of two calculation methods:
A) Flat Rate Deposit
Select Flat Rate if you charge a consistent dollar amount for most jobs.
Select Flat Rate
Enter the deposit amount (e.g., 250.00)
Click Save Changes
This amount will populate as the default deposit on new jobs.
B) Percentage Deposit
Select Percentage if deposits are calculated based on the job’s estimated total.
Select Percentage
Enter the percentage (e.g., 10 for 10%)
Click Save Changes
The deposit will automatically calculate using the estimated job total.
Configure Deposits by Opportunity Type
You can define separate deposit rules for each opportunity type:
Local
Intrastate
Interstate
Each opportunity type has its own deposit calculation method and value.
Each type reflects your configured deposit settings and can be managed independently.
For Each Opportunity Type, You Can:
Select Flat Rate or Percentage
Enter the corresponding value
Automatically calculate percentage deposits using the estimated job total
How It Works
If Flat Rate is selected, the system applies the specified dollar amount.
If Percentage is selected, the system calculates the deposit using the estimated job total.
The system references the opportunity’s type to determine which rule to apply.
Settings save and persist independently for each opportunity type.
If no specific opportunity-type rule is adjusted, the existing configured deposit behavior applies.
Changes to an opportunity type’s deposit configuration control how deposits calculate for that move type going forward.
💡 SmartTip: Review each opportunity type to ensure your deposit rules align with your business policies for Local, Intrastate, and Interstate moves.
How Percentage Deposits Are Calculated
When using a percentage-based deposit:
The system uses the estimated job total as the base amount.
The deposit updates automatically if the estimate changes.
No manual recalculation is required.
This ensures deposits remain accurate as pricing is updated.
Editing Deposits on Individual Jobs
Even with default or opportunity-based rules in place, you can override the deposit on a specific job.
To Edit a Deposit:
Open the job or opportunity
Navigate to the estimate or deposit section
Modify the deposit amount
Save your changes
This override applies only to that specific job.
Using the Deposit Amount Token
SmartMoving includes a merge token called @DepositAmount that automatically pulls the calculated deposit amount into customer-facing materials.
Where the Token Is Available
The @DepositAmount token can be used in:
Customer Portal
Invoices
Forms and Documents
Email Templates
SMS Templates
The token resolves based on:
The opportunity type (Local, Intrastate, Interstate)
The configured deposit method for that type (Flat Rate or Percentage)
The estimate’s current estimated job total
Formatting
The token outputs a currency-formatted value (e.g., $100.00), consistent with SmartMoving’s standard currency formatting.
💡SmartTip: Use the Deposit Amount token instead of manually typing deposit values in templates. This ensures the correct amount always displays, even if the estimate changes.
Missing Configuration Handling
If an opportunity type does not have a specific deposit rule configured:
The system uses the defined default deposit behavior.
This ensures deposit values are always calculated consistently.
Saving Cards on File (Optional)
When customers pay a deposit, you can configure SmartMoving to securely store the card on file.
Saved cards can later be used for:
Final job payments
Recurring storage billing
This helps streamline future transactions while maintaining secure payment handling.
Why This Matters
Configuring deposits by opportunity type:
Supports different pricing strategies for Local, Intrastate, and Interstate moves
Reduces manual calculations
Ensures consistent deposit communication across portals, invoices, documents, email, and SMS
Improves clarity for customers during booking
By setting deposit rules in advance and using the Deposit Amount token, your team can ensure every job begins with the correct deposit structure automatically applied.
Next Steps
Once deposit settings are configured, you may want to allow customers to pay deposits online through the Customer Portal.
See: