Getting Deposits Before the Trip: What Actually Works

No more chasing payments. No more no-shows eating your revenue.

If you're not collecting deposits at booking, you're leaving money and time on the table. Here's the complete guide to making deposits work for your charter.

Why Deposits Matter

Let's start with the obvious: deposits reduce no-shows.

Captains who require deposits consistently report dramatically fewer cancellations, no-shows, and last-minute drama. The logic is simple — when someone has money on the line, they show up.

But there's more to it than just no-shows.

Deposits Filter Serious Customers

When someone puts $200 down, they're not "kinda interested." They're committed. That means:

• Fewer tire-kickers
• Less time spent on people who won't actually book
• Customers who show up ready to fish

Deposits filter out tire-kickers. When payment is required to book, you spend less time on people who are "just checking options" and more time on committed customers.

Deposits Protect Your Calendar

When someone books without paying, you block that day—but they haven't committed anything. If they cancel the night before, you've lost the day.

With a deposit, they have skin in the game. They cancel less often. And when they do cancel, you keep the deposit to offset your lost day.

How Much to Charge

The two most common approaches:

Option 1: Percentage-Based (Most Common)

50% deposit is the sweet spot for most operators. It's enough commitment that no-shows plummet, but not so much that customers hesitate to book.

Option 2: Flat Amount

Some captains charge a flat deposit regardless of trip price:

• $100-200 for most trips
• Simple for customers to understand
• Works well if your trip prices are similar

When to Collect

The answer is simple: at booking.

Not "before the trip." Not "when we confirm." At the moment they book.

Why? Because the moment they decide to book is when commitment is highest. If you let them "hold" a spot without paying, you've created an option, not a booking.

Operators who switch from "book now, pay later" to "card required at booking" consistently report that their calendars become real bookings instead of maybes.

Getting Customers to Pay Online

Here's the honest truth: most customers expect to pay online. It's how they book hotels, flights, restaurants. Your charter isn't different.

The concerns captains have usually don't match reality:

"My customers prefer to pay in person"

Some do. But they're a shrinking minority. Most people:

• Want the booking confirmed immediately
• Don't want to worry about bringing cash or remembering to pay
• Are used to paying online for everything

"What about customers without credit cards?"

They can use debit cards. Or Venmo/PayPal if you offer it. True cash-only customers are increasingly rare.

"Credit card fees eat into my profits"

Processing fees are typically 2.9% + $0.30. On a $300 deposit, that's about $9.

Compare that to a no-show. One no-show costs you $300-800. The processing fees more than pay for themselves in prevented no-shows.

Your Payment Options

The Policy Language

Your deposit policy should cover:

1. How much is due at booking
2. When the balance is due (at dock? Day before?)
3. What happens if they cancel
4. What happens if you cancel (weather, etc.)

Here's language that works:

Handling Balance Collection

For the remaining balance after the deposit, you have options:

Option A: Collect at Dock (Traditional)

Customer pays remainder when they arrive. Cash, card, whatever.

Pros: Simple, customers expect it Cons: Can create awkward moment, delays departure

Option B: Charge 24-48 Hours Before

Collect final payment automatically the day before.

Pros: No money talk at dock, protected if they no-show Cons: Requires card on file, some customers prefer paying after

Option C: Collect Full Amount at Booking

Especially for peak season or specialty trips.

Pros: Maximum security, no collection hassle Cons: Higher barrier to booking, more refund requests

Collecting the balance the night before is a popular approach. No money talk at the dock, no chasing people for payment while they're loading gear—you just fish.

Objections You'll Hear (And Responses)

"Can I pay when I get there?" "I'd love to hold your spot, but I do require a deposit to confirm the booking. This protects both of us—you get a guaranteed date, and I can turn down other inquiries. Does [payment method] work for you?"

"What if I need to cancel?" "Totally understand—life happens. With more than 7 days notice, I refund your full deposit. Less notice and it becomes credit toward a future trip. Fair?"

"I've never had to pay upfront for a charter before" "A lot of captains are moving to deposits. It helps me give you better service—I know you're confirmed, so I can prep everything specifically for your trip. It's how I make sure you get my best."

Tracking and Managing Deposits

If you're managing deposits manually (payment links, Venmo), track:

• Customer name
• Trip date
• Deposit amount
• Balance due
• Payment method

A simple spreadsheet works. Booking software handles this automatically.

The Bottom Line

Deposits aren't about trusting customers less. They're about running a professional business.

Every serious charter operation collects deposits. The ones that don't are fighting a constant battle against no-shows, cancellations, and lost revenue.

The customer who balks at a reasonable deposit probably wasn't going to be a great customer anyway. The ones who get it—and that's most of them—appreciate the professionalism.

Start collecting deposits. Your calendar (and your bank account) will thank you.

Ready to automate your deposits? See how Guidewinds handles payments or start your free trial.