Event rentals are booked months ahead and paid in stages. A deposit locks the date; the balance arrives before the truck leaves; a damage deposit or hold covers what comes back broken. Keeping the three separate, and automating the reminders, is what keeps a busy season from turning into an accounts-receivable job.
The booking deposit locks the date
Take a percentage (25 to 50 percent is common) or a fixed amount at booking. It is non-refundable after a stated date, because the inventory was held. Say so at checkout and in the confirmation.
The balance, before delivery
Set the balance due a fixed number of days before the event (seven to fourteen). Send an automatic reminder with a pay link, and a second one if it goes unpaid. Card on file makes the final charge one click for repeat customers. In Share Marketplace the deposit percentage is a store setting, reminders go out automatically, and the pay link takes the balance without a call.
Changes to the order
Orders change: more chairs, a second tent, a different linen. Modify the booking, let the total recalculate, and the balance reminder should reflect the new amount. Additions after the balance is paid are charged as a new line, not a new booking.
Damage deposits are separate
A damage deposit or a card hold covers breakage and is released after the pickup inspection. It is not the booking deposit and should not be blended with it in the agreement or the books. Holds on the card are cleaner than charged deposits; see how dress rental boutiques handle holds for the mechanics, which are the same.
Corporate and company accounts
Companies book with a purchase order and pay on terms. Keep the company record with its billing contact, terms and PO requirement, so every booking for that company inherits them and the invoice goes to the right person.
Cancellations
State the cancellation ladder in the agreement: full refund minus a fee before a date, deposit forfeited after it, balance due if cancelled inside the final window. Apply it consistently.
Accounting
Every deposit, balance, refund and damage charge should flow to your accounting system as it happens, with the right tax lines. QuickBooks sync in Share does this per booking so the season closes without a spreadsheet.
Checklist
- Deposit percentage and the non-refundable date, shown at checkout
- Balance due date with automatic reminders and a pay link
- Modified orders recalculate the balance
- Damage deposit or hold kept separate, released after inspection
- Company records with terms and PO for corporate accounts
- Cancellation ladder in the agreement
The event and party rental software page shows deposits, reminders and company billing in Share; delivery scheduling covers the operations side.