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Payment Schedules

Quick version: Payment schedules let you break a big job into multiple payments -- like a deposit upfront, a progress payment at the halfway mark, and a final payment on completion. Set them up in Settings > Payment Schedules and apply them when creating estimates.

What Is a Payment Schedule?

A payment schedule splits a project total into milestones. Instead of one big invoice at the end, you collect payments at key points during the job. This is common for larger projects like remodels, roofing, or new construction.

A typical schedule might look like:

  • 30% Deposit -- Due when the customer accepts the estimate
  • 30% Progress Payment -- Due at the halfway point
  • 40% Final Payment -- Due when the job is complete

How Payment Schedules Work with Estimates

Payment schedules are attached to estimates, not invoices. Here is the flow:

  1. You create an estimate with a payment schedule.
  2. The customer sees the payment breakdown on the estimate.
  3. When the customer accepts the estimate, you create separate invoices for each milestone (Deposit, Progress, Final).
  4. You send each invoice at the appropriate time.

Setting Up Payment Schedule Templates

Templates save you from rebuilding the same schedule every time. Fieldkit comes with three built-in templates:

  • 50/50 -- 50% deposit on acceptance, 50% on completion.
  • 30/30/40 -- 30% deposit, 30% at mid-project, 40% on completion.
  • Full Payment -- 100% due on completion.

Creating a Custom Template

  1. Go to Settings from the sidebar.
  2. Click Payment Schedules.
  3. Click Add Template.
  4. Give it a name (e.g., "Roofing - 40/30/30").
  5. Add your milestones:
    • Name -- What to call this payment (e.g., "Material Deposit").
    • Type -- Deposit, Progress, or Final. Every schedule needs exactly one Final payment.
    • Trigger -- When the payment is due: On Acceptance, On Job Start, On Milestone, or On Completion.
    • Amount -- Either a percentage of the total or a fixed dollar amount.
  6. Make sure all percentages add up to 100%.
  7. Save the template.

You can mark one template as your Default. This template will be automatically selected when you create new estimates.

Percentage vs. Fixed Amounts

Each milestone can use either:

  • Percentage -- A percent of the estimate total. If the estimate is $10,000 and the milestone is 30%, the amount is $3,000. Percentages must add up to 100%.
  • Fixed Amount -- A specific dollar amount regardless of the total. Useful when your deposit is always the same (e.g., $500 to hold the date).

You can mix percentage and fixed amounts in the same schedule.

Milestone Triggers

Each milestone has a trigger that describes when payment is due:

  • On Acceptance -- Due when the customer accepts the estimate. Best for deposits.
  • On Job Start -- Due when work begins on site.
  • On Milestone -- Due at a specific project milestone you describe (e.g., "rough-in complete"). Add a description so the customer knows what to expect.
  • On Completion -- Due when the job is finished. Always use this for the final payment.

Applying a Template to an Estimate

When creating or editing an estimate:

  1. Look for the Payment Schedule section.
  2. Pick a template from the dropdown, or choose Custom to build one from scratch.
  3. The milestones populate automatically with calculated amounts based on the estimate total.
  4. Adjust if needed.

Tips

  • Every payment schedule must have exactly one Final payment milestone.
  • The payment schedule builder shows a running total so you can see if your percentages add up to 100%.
  • You can edit or delete templates in Settings at any time. Changing a template does not affect estimates that already used it.
  • For smaller jobs, skip the schedule and just use a Standard invoice. Schedules are most useful for projects over a few thousand dollars.
  • Customers see the full payment breakdown on the estimate, so there are no surprises about when payments are due.

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