Free business calculator
See the money and practitioner time lost to missed appointments, then get a deposit amount that fits your numbers.
The recommendation uses your effective lost-slot rate: no-shows plus late cancellations that are not refilled.
Your effective lost-slot rate is meaningful. Half the visit value is a practical middle ground for a clear policy.
| Recovery goal | Deposit to charge | Share of booking value |
|---|---|---|
| Recover 25% | $35 | 30% |
| Recover 50% | $65 | 55% |
| Recover 100% | $125 | 105% |
These targets include your card fee. Full recovery can require more than 100% of the booking value, so many businesses choose a smaller deposit plus a clearly accepted cancellation rule.
These scenarios reduce only the no-show rate. Your late-cancellation and refill rates stay the same.
| No-show reduction | Monthly income recovered | Hours recovered | New monthly loss |
|---|---|---|---|
| 1 point | +$109 | 1.1 hours | $1,171 |
| 3 points | +$327 | 3.3 hours | $953 |
| 5 points | +$545 | 5.4 hours | $735 |
Choose a notice window, copy the draft, and adapt it to your business and local rules.
Show this policy during booking and ask clients to accept it.
Collect deposits during online booking, make the policy visible, and use reminders to protect more of your schedule.
We add no-shows to late cancellations that were not refilled.
Missed bookings are multiplied by your average value and appointment length.
Your current deposit reduces the loss after the processing fee is removed.
See how deposits, reminders, waitlists, and a lower no-show rate could help.
A practical deposit is large enough to make the reserved time feel real, but simple enough for clients to understand. This calculator suggests 25% to 75% based on your effective lost-slot rate. Many salons, massage therapists, clinics, and appointment businesses start near 25% or 50%, then review the result after a few months.
Start with the time you cannot resell, not a punishment. A fair fee usually connects to the appointment value and the notice needed to refill the slot. Put the amount, notice window, exceptions, and what happens to the deposit in clear language before the client confirms.
Multiply weekly bookings by the no-show rate, then add late cancellations that are not refilled. Multiply those lost visits by the average appointment value and by 52 for an annual estimate. Subtract any deposit you keep, after processing fees.
A fair massage cancellation fee reflects the reserved time and the chance of refilling it. Many practices use a fixed deposit or a percentage of the service price. Explain the amount and notice window before booking, apply it consistently, and check the rules that apply where you operate.
A fixed amount is easy to explain when services have similar prices. A percentage scales better when prices vary. The result above shows both, so you can use the version that is easiest for clients to understand.
No. The main estimate uses the no-show and late-cancellation rates you enter. Reminder and waitlist effectiveness appears separately as a possible improvement, which avoids counting the same saved appointment twice.
No. This is a planning calculator. Cancellation rules, taxes, refunds, card fees, and deposit requirements vary by location and payment provider. Review your final policy for your business before publishing it.
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