Introduction
Every booking carries two safety amounts: the deposit you hold while the customer has the vehicle, and the excess — the most the customer pays towards a damage, also called the own risk or deductible. A price list can set both. It does so in two places: once for the whole list, in the list's Edit Custom Price window, and per vehicle class, behind the list's Deposit & excess tile.
The tile opens the screen headed Deposit & excess per asset group: a Back link at the top, then a table with a New deposit/excess button above it. The table has one row per vehicle class, with the columns Asset group, Set deposit, Deposit, Set excess and Excess, and a pencil icon and a bin icon at the end of each row.
You come here when:
- a corporate customer on their own list has agreed a lower deposit;
- vans should carry a higher deposit and excess than cars, whatever the insurance;
- you are checking where the deposit on a booking came from.
Terms used on this screen
| The screen says | It means |
|---|---|
| Asset group | A vehicle class, such as Compact or Van 12m3 |
| Set deposit, Set excess | Whether this row sets the deposit, the excess, or both |
| Deposit/excess above insurance | Whether the price list's figures beat the figures on an insurance option |
| Pricelist | Price list — the app spells it as one word |
Every way a booking's deposit and excess are set
| Where | What it sets | Covered on |
|---|---|---|
| The vehicle class's Default deposit | The deposit when nothing else sets one | Set up your vehicle classes |
| An insurance option's Security deposit and Excess amount | The figures for a customer who takes that cover | Set up the insurance a customer can choose |
| The customer's on account?, custom deposit? and custom excess? | One customer's own terms | Set a customer's payment and invoicing terms |
| The price list, on this page | The figures for every booking on that list | This page |
| The booking's Change deposit window | One booking only, typed by hand | Adjust the price on a booking |
Use this page when the deposit or excess should follow the customer's price list.
How to use
Configuration
The list-wide settings sit in the price list's own settings window. From the main menu, open Admin → Pricing. On the screen headed Pricelist overview, click the cog icon at the end of the list's row (or open the list and click its Settings tile). The window headed Edit Custom Price opens. Below Name and Code are the deposit and excess fields. Default deposit and Default excess only appear once the switch above each one is set to Yes:
| Field | Starts as | What it does | What it accepts |
|---|---|---|---|
| Deposit/excess above insurance | No | Yes lets this list's deposit and excess win over an insurance option's figures. No lets the insurance win | Yes or No |
| Set default deposit | No | Yes gives every vehicle class on this list the deposit in Default deposit, unless the class has its own row on the tile | Yes or No |
| Default deposit | 0 | The deposit for this list | Whole amounts, 0 or more |
| Set default excess | No | The same, for the excess | Yes or No |
| Default excess | 0 | The excess for this list | An amount, 0 or more; cents are allowed |
Click Save. If a switch is Yes and its amount box is empty or below 0, the window stays open with "Should be positive" under the box. The other fields in this window are explained on Set up a price list.
Deposit/excess above insurance applies to the figures from this list, whether they come from Default deposit and Default excess or from a row on the Deposit & excess tile.
Before you start: the Pricelist overview, the Edit Custom Price window and the Deposit & excess tile are for a Company admin account only. A price list only reaches bookings whose customer is attached to it, or every booking if it is your list marked Default? — see Set up a price list.
Using the Deposit & excess tile
From the main menu, open Admin → Pricing. On the Pricelist overview, double-click the list's row, or click the eye icon at the end of it. The screen headed with the list's name opens, with eleven tiles. Click Deposit & excess, the last tile.
1. Add a vehicle class. Click New deposit/excess. A small window headed Deposit & excess opens:
| Field | Starts as | What it does | What it accepts |
|---|---|---|---|
| Asset group | Empty | The vehicle class this row is for | Pick one of your classes; required |
| Set deposit | No | Yes makes this row set the deposit, and shows Deposit | Yes or No |
| Deposit | 0 | The deposit for this class on this list | Whole amounts, 0 or more |
| Set excess | No | Yes makes this row set the excess, and shows Excess | Yes or No |
| Excess | 0 | The excess for this class on this list | An amount, 0 or more; cents are allowed |
2. Click Save. The row appears in the table. If something is wrong, the window stays open with a message:
| Message | Why |
|---|---|
| "Select an asset group." | Asset group is empty |
| "This asset group already has a deposit/excess row on this price list." | Each class can have one row per list. Change the existing row instead |
| "Deposit and excess must be 0 or higher." | A switched-on amount is below 0 |
Cancel closes the window without saving.
3. Change a row. Click the pencil icon at the end of the row, change the fields and click Save. To stop a row setting the deposit but keep its excess, set Set deposit to No.
4. Remove a row. Click the bin icon at the end of the row. It deletes the row at once, without asking first. The class then falls back on the list's Default deposit and Default excess, if those are switched on.
When it takes effect. A saved row reaches draft, unconfirmed and confirmed bookings and quotes on this list the next time their price is worked out — for example when the class, customer or insurance changes. Once a booking is picked up, returned, cancelled, a no-show or timed out, its deposit and excess stay as they are.
Key details
Which figure a price list supplies
Within one list, a class's own row on the tile beats the list's Default deposit and Default excess. If the booking's list sets nothing for the class, your list marked Default? is checked the same way. Deposit and excess are looked up separately.
The order a booking uses
Skim this table once; when a booking shows a figure you did not expect, work down its column and take the first line that applies:
| Order | Deposit | Excess |
|---|---|---|
| 1 | Deposit override? is on for the booking: the typed Total deposit | Excess override? is on for the booking: the typed Total excess amount |
| 2 | The customer is on account?: no deposit | The customer has custom excess?: their Excess Amount |
| 3 | The customer has custom deposit?: their Deposit | The price list's excess, if its list has Deposit/excess above insurance on Yes |
| 4 | The price list's deposit, if its list has Deposit/excess above insurance on Yes | The insurance option on the booking: its Excess amount |
| 5 | The insurance option on the booking: its Security deposit | The price list's excess |
| 6 | The price list's deposit | The vehicle class's own excess, which is €1,000 for every class |
| 7 | The vehicle class's Default deposit | — |
On account only removes the deposit. The excess of an on-account customer still follows the excess column.
A worked example
Your Compact class has a Default deposit of €750. You sell one insurance option, All-in, with Security deposit 300 and Excess amount 0. Van Dijk Logistics is on its own list, Corporate 2026, with Set default deposit on Yes at 250 and a row on the tile for Van 12m3 with Deposit 1000 and Excess 1500. Van Dijk has no customer terms of its own.
| Booking on Corporate 2026 | Deposit/excess above insurance | Deposit | Excess |
|---|---|---|---|
| Compact, no insurance | No | €250 — the list's default | €1,000 — the class's own excess |
| Compact, All-in | No | €300 — the insurance wins | €0 — the insurance |
| Compact, All-in | Yes | €250 — the list wins | €0 — the list sets no excess, so the insurance |
| Van 12m3, All-in | Yes | €1,000 — the class row | €1,500 — the class row |
A walk-in customer on your default list renting a Compact with no insurance pays the class's €750 deposit, because the default list sets nothing.
What to do next
Attach the price list to the customers it is for — see Set up a price list. Then open one of their open bookings, change something that works out its price again, and check that the deposit is the figure you expect.
Q&A
Does a deposit typed on the booking survive later changes? Yes. A deposit or excess typed in the booking's Change deposit window, with its override switch on, stays as typed when the insurance, customer or price list changes. Each switch covers its own figure: with only Deposit override? on, the excess still follows the order. See Adjust the price on a booking.
Why does a customer's booking ask for the deposit set on our standard price list? The customer's own price list sets no deposit for that class, so the app used your list marked Default?: its row for the class on the Deposit & excess tile, or its Default deposit. Add a row for the class to the customer's list, or switch on Set default deposit in that list's Edit Custom Price window.
Why does the deposit stay the same whichever insurance the customer picks? Something above the insurance in the order sets it: a typed override on the booking, the customer's own terms, or a price list with Deposit/excess above insurance on Yes. Check the order under Key details. If the insurance should win, set Deposit/excess above insurance to No in the list's Edit Custom Price window.
Why did a booking keep its old deposit after I saved a new row? Check four things. The booking may already be picked up, returned or cancelled; its deposit no longer changes. Its price may not have been worked out since you saved; change something on it, such as the insurance, to work it out again. A typed override may be on in its Change deposit window. Or the booking is on a different price list from the one you changed — open Overrides on the booking and check Pricelist.
Why does a booking ask no deposit at all? The customer is on account?, or a figure of 0 sits higher in the order — a 0 on a class row, on Default deposit or on the insurance counts as a real amount. Open the customer's record, the price list and the insurance option and look for the 0.
Why is the Deposit or Excess box missing from the window? It only appears when Set deposit or Set excess above it is set to Yes.
Why can't I save a second row for the same vehicle class? Each class can have one row per price list, and the window shows "This asset group already has a deposit/excess row on this price list." Close the window and click the pencil icon on the existing row instead.
Why has a row disappeared from the table? The bin icon deletes a row on the first click, with no question and no undo. Click New deposit/excess and add the class again.
Why does a booking show an excess of €1,000 when nobody set that figure? Nothing in the order sets an excess for it, so the vehicle class's own excess of €1,000 is used. That figure cannot be changed on the class screen. Set an excess on the price list or the insurance option instead.
Why can't I find the Deposit & excess tile? Your account is not a Company admin account, so the price list screens do not open. Ask your administrator.
Related pages:
- Set up a price list — creating lists and attaching them to customers
- Set up the insurance a customer can choose — the deposit and excess on each level of cover
- Set up your vehicle classes — the class's Default deposit
- Set a customer's payment and invoicing terms — one customer's own deposit and excess
- Adjust the price on a booking — typing a deposit or excess on one booking