Agree the deposit, the number of payments, how often and the first date, and store all four on the deal. Collect the deposit when the customer signs and schedule the balance from the same terms. Write the status and remaining balance back to the deal so the rep and finance see the same thing.
What needs to be decided before anything is sent?
Four things, agreed with the customer:
- The deposit, as an amount rather than a percentage, so nobody has to do math at checkout.
- The number of payments for the balance.
- How often: weekly, every two weeks, monthly or on another schedule.
- The first payment date, tied to something the customer will remember, like a start date or a payday.
Put those four on the deal as properties, for example:
| Property | Example |
|---|---|
| Deposit amount | $1,200 |
| Number of payments | 16 |
| Payment frequency | Every two weeks |
| First payment date | 1 November 2026 |
Once they're there, every document, reminder and report can use them, and a rep doesn't have to remember what was promised on the phone.
How should the deposit be collected?
At the moment the customer agrees. The best time to take a deposit is when the agreement is signed, on the same page or in the same email. Every day between "yes" and the deposit is a day the customer can change their mind.
Store the payment method used for the deposit, with the customer's permission, if the balance will be charged automatically. Asking for card or bank details a second time is where many plans stall.
How should the balance be scheduled?
From the same four properties, so the schedule can't disagree with the deal. Before the first charge, the customer should have in writing:
- each payment amount and date,
- how they'll be charged,
- what happens if a payment doesn't go through,
- who to contact to change something.
What should be written back to the deal?
- Plan status: on plan, paid in full, paused or stopped.
- Balance remaining.
- Next payment date.
- A timeline entry for each payment, paid or not.
With those on the deal, the rep can answer a customer's question without asking finance, and finance can see which deals have money still to come in.
What about HubSpot's own quotes and invoices?
HubSpot can attach payment schedules to quotes and collect payments on invoices, depending on your subscription. Its documentation on quotes, billing and payments is the place to check what your portal supports today, because it changes often.
Paycove builds the deposit and the schedule from the HubSpot deal in one step and writes the status and balance back to it.
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