Minimum spend, deposits and signing for events
The minimum spend set out beside the guest's selections, the proposal signed online and the deposit that confirms the date paid on the same page.
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QuoteCloud takes the deposit when a guest signs an event proposal: a percentage or a fixed amount, paid through Stripe or PayPal, and the proposal is marked Paid. State your minimum spend and payment schedule in the proposal as content; the balance stays on your own invoice, sent with the final numbers.
A date ticket from a fictional venue, Tidewell Pavilion: Saturday 13 March 2027 on the Boathouse Terrace for Hannah Lee and James Okoro's wedding reception, $24,611.40 including tax. The stamp turns from Held for 7 days to Confirmed as the stages light: proposal sent with a 7-day expiry, opened and a question answered, signed by both, the 20% deposit of $4,922.28 paid via Stripe, and the booking confirmed through Zapier. A strip shows the $10,000 food and beverage minimum spend met by $18,624 of selections.
The minimum spend, set out beside the selections
Choose a space, a day and the numbers. The proposal states the minimum spend, shows how far the food and beverages go towards it, and adds a balance line when they fall short.
Minimum spend The Boathouse Terrace · Friday or Saturday
Your date in The Boathouse Terrace carries a minimum spend of $10,000 on food and beverages, before tax. Any difference is charged as room hire.
Food and beverages $8,890: $1,110 short, added below
| Item | Qty | Rate | Amount |
|---|---|---|---|
Garden Canapé packagePer guest | 70 guests | $82 | $5,740.00 |
Classic beverages · 4 hoursPer guest | 70 guests | $45 | $3,150.00 |
Minimum spend balanceCharged as room hire | 1 lot | $1,110.00 |
- Subtotal
- $10,000.00
- Tax (10%)
- $1,000.00
- Total
- $11,000.00
- Deposit to confirm your date (20%)
- $2,200.00
As content
A sentence in your booking terms or beside the menu, with the amount typed by your team or sent in as a Number data item.
As a price line
A "Minimum spend balance" line when the selections fall short, so the total and the deposit include it.
From your rule
Your website, your automation or your functions team works out the figure for the space and the day.
A demo with sample prices for a fictional venue. A minimum spend is the venue's own rule: QuoteCloud shows it in the proposal as content and a price line; it does not calculate or enforce it.
The deposit that confirms the date
Set the deposit on the template as a percentage of the total or a fixed amount, and the guest pays it by card through Stripe or PayPal straight after signing. The proposal is marked Paid, and your team sees it in the activity.
The payment schedule is part of the proposal both sides sign: the deposit paid here, the balance on your own invoice with the final numbers.
- A percentage or a fixed amount, per template or per proposal
- Several signers, each in their own signature block, no account needed
- Each venue team can connect its own Stripe account
Payments: Essentials and up
How online payments workPayment schedule Your reception
| Stage | Share | Amount | How it's paid |
|---|---|---|---|
| DepositOn signing, confirms your date | 20% | $4,922.28 | Paid on signing via Stripe |
| Balance14 days before, adjusted to your final numbers | 80% | $19,689.12 | Invoiced by Tidewell Pavilion |
| Proposal total | 100% | $24,611.40 |
The deposit is paid in this proposal when you sign. The balance is our invoice, sent with your final numbers.
Accept, sign and pay your deposit
2 of 2 signed
- Hannah LeeCouple Signed2 Nov, 7:42 pm
- James OkoroCouple Signed2 Nov, 8:05 pm
Deposit to confirm your date (20%)
$4,922.28
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
From date held to the day itself
How a venue might run a wedding date from the proposal to the event, and which part of QuoteCloud each step uses.
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Day 0
Sent, date held
The proposal goes out with an expiry date 7 days away: the date is held until then.
Expiry date -
Day 3
Opened, a question
Hannah opens it twice and asks about the ceremony time in a comment; Elena replies the same day.
Tracking & comments -
Day 5
Signed, deposit paid
Both sign and the 20% deposit is paid through Stripe. The date is confirmed.
eSignature & deposit -
14 days before
Final numbers
94 guests and the dietary list confirmed. The venue invoices the balance from its own accounts.
Your invoice -
13 March
The wedding
The run sheet in the signed proposal is the plan for the day, and the minimum spend was met long ago.
Run sheet block
The venue's own process, drawn by us: nothing here happens by itself. The expiry date shows on the proposal and puts it under the Expiring Soon filter; releasing a date, chasing it or invoicing the balance is your team's call.
Take your next deposit on the signed proposal
14 days free, no credit card. Connect Stripe or PayPal and send a proposal with a deposit today.
Held dates that are about to lapse
Every proposal carries its own expiry date, such as "Date held for 7 days". The Expiring Soon filter lists the ones about to lapse, so a coordinator can call the couple whose Saturday is still pencilled in before releasing it.
Document tracking shows who has opened each one and when, so you know whether you are chasing a decision or an unread email.
- Expiry date on every proposal
- Expiring Soon filter on the documents list
- Opened and viewed, per proposal
Document tracking: Essentials and up
4 date holds lapse in the next 7 days
- Engagement party · 60 guestsPriya Shah · TP-2830 Expires Fri 6 Novin 2 days Awaiting signature
- Presentation night · 110 guestsMarlow Rowing Club · TP-2826 Expires Sat 7 Novin 3 days Awaiting signature
- Wedding reception · 120 guestsMei Chen & Jacob Rossi · TP-2833 Expires Mon 9 Novin 5 days Awaiting signature
- Christmas party · 85 guestsBrightwater Dental · TP-2836 Expires Tue 10 Novin 6 days Awaiting signature
Paid on signing
The date is theirs once the deposit lands
Hannah and James signed on a Monday evening and paid the 20% deposit on the same page. No bank details in an email, no "have you paid yet?".
What the deposit does, and what stays yours
QuoteCloud takes the payment that confirms the booking. Everything after it runs through your own accounts.
A percentage or a fixed amount
20% of the total, or a flat $1,000 to hold any Saturday: set per template or per proposal.
Stripe or PayPal
Connect a gateway once; the guest pays by card on the signed proposal. Fees and availability are the gateway's.
Every signer
Both partners, or a company and its approver, each sign in their own block, with no account needed.
Marked Paid
The proposal shows Paid and the payment appears in its activity, ready for a Zap to confirm the booking.
The balance is your invoice
No instalments, automatic balance billing or payment reminders: invoice the balance with the final numbers, as you do today.
Your terms
Cancellation, final-numbers and minimum spend terms are your words, in a booking-terms block you can lock (content locking, Business).
Deposit and minimum spend questions, answered
Can guests pay a deposit when they sign?
Yes, from the Essentials plan. Connect Stripe or PayPal, set the deposit as a percentage or a fixed amount, and the guest pays straight after signing; the proposal is marked Paid. Gateway availability and fees vary by region and provider.
Can the deposit be a fixed amount rather than a percentage?
Yes. Set the payment on a template or a single proposal as a percentage of the total, for example 20%, or as a fixed amount, for example $1,000 to hold a Saturday. The amount shows on the proposal beside the signature, and the guest pays it by card after signing.
Does QuoteCloud manage minimum spend?
No. A minimum spend is your venue's rule. State it in the proposal beside the guest's selections, and if your website or automation calculates it, send the figures in as data items. QuoteCloud shows it to the guest; it does not enforce it.
Can QuoteCloud collect the balance or send payment reminders?
No. QuoteCloud takes the deposit, or the full amount, on signing. Instalments, automatic balance billing and payment reminders are not part of it. Set out the payment schedule in the proposal as content and invoice the balance from your accounting software with the final numbers.
How do we hold a date before the deposit is paid?
Give the proposal an expiry date, such as seven days, and say in it that the date is held until then. The Expiring Soon filter lists the proposals about to lapse, and tracking shows whether each one has been opened. Releasing a date is your team's decision.
Can each venue in our group take deposits into its own account?
Yes. Each team in QuoteCloud can connect its own Stripe account, so a group with several venues can set up a team per venue and have each one's deposits paid to that venue's account.
Everything a functions team sends
From the enquiry that starts it to the packages, spaces and terms in the proposal.
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Website enquiry to proposalGuests choose on your website; a proposal styled for their event comes back, ready to sign and pay the deposit.Explore
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Function packages & per-head pricingFood and beverage packages priced per head, quantities from the guest count, and extras the guest can tick.Explore
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Wedding reception proposalsCeremony, reception packages, a run sheet and both partners' signatures, with the deposit that holds the date.Explore
- Corporate functions & conferencesEnd-of-year functions, Christmas parties and day delegate packages, with AV, approvals and the company's sign-off.
- Birthdays, engagements & private parties21sts to 80ths, engagements and milestones: cocktail packages, a DJ, the cake and a quick yes from the host.
- Event planners & caterersOff-site catering quotes, styling and hire, and planners' proposals that bring venue, suppliers and run sheet together.
- Venue spaces & capacitiesEvery room with its seated and cocktail capacity, photos and features, so the proposal shows the right space.
- Booking system, CRM & accounting integrationsYour enquiry form or booking system into QuoteCloud through the API, Zapier or Make, and signed bookings out to your CRM and accounts.
- Event & function templatesReal QuoteCloud templates for venues, function rooms, hotels, catering and wedding planning, ready to make your own.
- QuoteCloud implementation for venuesA template per event type, your packages in the catalogue, the website connected and your functions team trained.
- FAQAnswers to the questions venues, function centres and event businesses ask most.
Your next booking, signed and deposit paid
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