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Working with deposits

A deposit turns a signed proposal into a committed job. When you require one, the homeowner pays it by card on the proposal page and the money routes to your connected bank account. Your deposit rule lives in Settings → Pricing & Profit; your payout account in Settings → Wallet. Both are admin-only.

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1. Set your deposit rule

  1. Open Settings → Pricing & Profit.
  2. Turn on the Deposit toggle — “Require an upfront payment from your customers to secure their projects.”
  3. Pick how the deposit is calculated:
    • Fixed Amount — the same dollar amount on every project.
    • Percentage — a percentage of the project total.
    • Custom Formula — a rule based on the project subtotal, for policies a single number can’t express (for example, a percentage with a cap).
  4. Save.
The rule is account-wide. On each proposal, XBuild computes the amount from the homeowner’s current selections and recalculates live as they change the estimate or add-ons. The homeowner sees a Deposit due today line under the total, with the percentage shown when your rule is percentage-based. Deposits are only collected once your payment account can accept charges (step 3). Until then, proposals go out without a deposit line even with the toggle on.

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2. How the homeowner pays

After typing their signature, the homeowner clicks Proceed to Payment and lands in a secure card checkout for the deposit amount — marked “Secured by Stripe”; XBuild never sees the card details. On successful payment:
  • The homeowner gets a receipt email with the amount, description, and date, and you’re notified the payment came in.
  • The proposal moves from Signed to Funded — see E-signatures and authorization.
  • If the project is linked to a QuickBooks customer, the deposit posts to QuickBooks as an unapplied payment — see the QuickBooks connector.
The cart, deposit line, and checkout as the homeowner sees them are in What your customer sees.

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3. Connect your bank account in the Wallet

The Accept Payments section of Settings → Wallet routes homeowner deposits to you. You must be an organization admin.
  1. Click Enable Payment Account and complete the embedded setup — business details and identity verification, handled by Stripe.
  2. Add your bank account details. You can finish the business-details step first and link the bank later — the button reads Complete setup → until everything is in.
XBuild emails your admins at each stage: Deposits collected before your bank is linked are not lost — they’re held securely, and the moment your account goes Active the held funds begin paying out automatically.

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4. Track balances and payments

Once you’re collecting payments, the Wallet’s Payment History shows your current and pending balance, payout history and schedule, and every payment received with its details, including refund and dispute handling. The Wallet’s other sections — Payment methods and Billing email addresses — cover how you pay XBuild, not how customers pay you. See Invoices and receipts.

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5. Troubleshooting common issues

  • My proposals aren’t showing a deposit. Two switches must be on: the Deposit toggle in Settings → Pricing & Profit, and a payment account in Settings → Wallet that has reached at least the charges-active stage. The deposit also only appears once the homeowner has selected an estimate — no selection, no total to calculate from.
  • A homeowner paid but I don’t see money in my bank. Check your Wallet status. If your bank isn’t linked or is pending verification, the funds are held and pay out automatically once you’re Active. If you’re Active, check the payout schedule in Payment History — payouts batch on a schedule rather than landing instantly.
  • The deposit amount looks wrong on a proposal. It’s computed from the homeowner’s current selections. If they switched estimate options or removed add-ons, the deposit moved with the total. Percentage rules show the percentage next to the amount; fixed and formula rules show the amount alone.
  • Can the homeowner pay some other way? The proposal collects the deposit by card through the secure checkout. Payments taken outside XBuild (cash, check) won’t move the proposal to Funded automatically.
  • The deposit didn’t show up in QuickBooks. Sync requires the project to be linked to a QuickBooks customer and payment sync enabled on the connector. See QuickBooks for the held-deposit retry flow.
For further assistance, contact XBuild Support at support@x.build.