Taking Deposits & Payments Online: A Guide for Hunting Outfitters
It's 48 hours before opening day of elk season. You've spent three months preparing your property, hired an extra guide, and stocked the camp. Then the text comes: "Sorry, something came up. Can't make it." That's $4,500 in revenue gone, and you have zero chance of filling that spot on such short notice.
If you're not collecting deposits or accepting payments online for your guided hunts, you're exposing your outfitting business to unnecessary financial risk. Here's how to protect your operation while making it easier for hunters to commit to their trips.
The Real Cost of No-Shows for Hunting Outfitters
No-shows and last-minute cancellations hurt outfitters more than almost any other business. When a restaurant customer doesn't show up, they can seat another party. When your booked hunter doesn't arrive, your season might be over.
Consider the true cost:
Lost revenue you can't recover at the last minute
Wasted preparation (food, supplies, guide time)
Property management expenses already incurred
Opportunity cost of turning away other hunters
Impact on your guides who planned around the income
A whitetail outfitter in Iowa calculated that three no-shows during bow season cost him $12,000 in lost revenue and another $2,000 in unrecoverable expenses. That's money he could have captured with a simple deposit policy and online payment system.
The psychology is simple: When money changes hands, commitment increases. A hunter who's paid a $1,500 deposit is far more likely to show up than one who just has a verbal agreement.
Why Deposits Protect Your Hunting Business
Deposits serve multiple purposes beyond just securing revenue. They filter serious hunters from those who are "shopping around" or booking multiple outfitters as backup options.
The Commitment Filter
When you require a deposit, you immediately separate serious inquiries from casual browsers. Hunters who balk at a 25-30% deposit probably weren't going to book anyway. Those who pay without hesitation are your ideal clients. They've done their research and are committed to hunting with you.
Cash Flow for Operations
Deposits collected 3-6 months before the hunt give you working capital to:
Purchase food and supplies in advance
Make property improvements
Cover guide deposits or advance wages
Pay insurance premiums
Handle unexpected equipment repairs
A turkey outfitter in Missouri collects 30% deposits when hunters book in January-February. By March, he has enough capital to make habitat improvements that actually enhance the spring hunt his clients will experience.
Legal Protection
A clearly stated deposit policy with cancellation terms gives you legal standing. Without written agreements and financial transactions, enforcing verbal commitments is nearly impossible.
Setting Up Online Payment Processing
Gone are the days of waiting for checks in the mail or reading credit card numbers over the phone (which, by the way, is a security nightmare you should never do). Modern payment processing is secure, instant, and professional.
Payment Processing Options
Traditional merchant accounts work but typically involve:
$50-100 monthly fees
Complex setup processes
Separate equipment or software
Multiple points of contact for support
Modern payment platforms designed for service businesses offer:
No monthly fees (just per-transaction rates)
Accept all major credit cards plus Apple Pay/Google Pay
Mobile-friendly for hunters booking on phones
Automatic receipts and record-keeping
Next-day or instant deposits to your bank account
When evaluating payment processors, look for:
Transaction rates: Typically 2.5-3% + $0.30 per transaction
Security compliance: PCI-DSS certified (this protects both you and your hunters)
Integration: Works with your booking system without manual data entry
Support: Actual humans you can contact if something goes wrong
Security and Compliance You Can't Ignore
Here's what many outfitters miss: handling credit card information comes with serious legal requirements. If you're writing down card numbers or storing them in spreadsheets, you're likely violating PCI-DSS standards and exposing yourself to liability.
The good news? Modern payment platforms handle all this for you. When a hunter enters their card information, it goes directly to the secure processor—you never see or store sensitive data.
This also means if there's ever a data breach or dispute, the liability falls on the payment processor (who has insurance and legal teams), not on your outfitting business.
How Much Deposit Should You Require?
Industry standards vary, but here's what successful outfitters typically charge:
25-30% deposit: Most common for multi-day hunts
$1,500 deposit on a $5,000 elk hunt
$800 deposit on a $3,200 whitetail package
Due at time of booking
50% deposit: For premium or high-demand hunts
Trophy species (elk, mule deer, sheep)
Limited availability (you only run 6 hunts per season)
International hunters who are harder to hold accountable
Full payment upfront: For shorter or lower-cost hunts
Day hunts under $1,000
Turkey hunts
Waterfowl hunts
Local hunters who could theoretically no-show more easily
The key is matching your deposit to the risk level. A $300 deposit on a $4,000 hunt doesn't create enough financial commitment to ensure the hunter shows up.
When to Collect Full Payment
Most outfitters use this timeline:
Deposit: At booking (typically 3-6 months before hunt)
Final payment: 30-45 days before arrival date
Balance: Collected automatically if you're using online payment processing
This gives hunters time to budget while ensuring you're not chasing payments the week of their hunt. It also gives you enough notice to fill the spot if someone cancels before final payment.
Creating Clear Payment and Cancellation Policies
Your payment policy needs to be crystal clear before anyone books. Here's what to include:
Essential Policy Components
Deposit amount and timing
"A 30% deposit is required at booking to hold your spot"
"Deposits are non-refundable but may be transferred to a future season with 60 days notice"
Final payment deadline
"Remaining balance is due 45 days prior to hunt start date"
"Automatic charges will process if card on file, or payment link will be sent"
Cancellation terms by timeframe
More than 90 days out: Full refund minus deposit or credit toward future hunt
60-90 days out: 50% refund or full credit toward future season
30-60 days out: 25% refund or credit only
Less than 30 days: No refund, no credit
Weather and safety provisions
"Hunts cancelled by outfitter due to extreme weather: full credit or refund"
"Hunts cancelled by hunter due to weather: subject to cancellation policy"
Success guarantee (if you offer one)
"Second hunt at 50% off if no shot opportunity on trophy class animal"
A duck hunting outfitter in Arkansas includes his entire payment policy in the booking confirmation email and requires clients to reply "I agree to these terms" before processing their deposit. This creates a clear paper trail that has saved him thousands in disputed chargebacks.
How Online Payment Systems Reduce No-Shows
There's psychological research backing what outfitters have known intuitively: the moment money changes hands, commitment skyrockets. But online payments add additional layers of commitment.
The Digital Paper Trail
When payments happen online:
Hunters receive instant confirmation emails
They see the transaction in their bank statement
They have calendar reminders if you set them up
You can send automated payment receipts and hunt reminders
This constant reinforcement keeps your hunt at the top of their mind. Compare that to a check they mailed six months ago … easy to forget, easy to rationalize canceling.
Automated Communication Sequences
Modern outfitter booking systems can trigger emails based on payment status:
Immediate booking confirmation with hunt details
90 days out: "Looking forward to your hunt" reminder
45 days out: "Final payment due" notification
30 days out: "Hunt preparation" checklist
7 days out: "See you soon" final reminder
Each touchpoint reinforces their commitment and reduces the likelihood of no-shows.
Integrating Payments with Your Booking System
The real magic happens when your payment processing and booking calendar work together seamlessly. This eliminates double-entry, reduces errors, and saves you hours every week.
What Integration Looks Like
When a hunter books a hunt through your professional website:
They select dates on your calendar
Choose their package
Enter payment information
Receive instant confirmation
Their dates are automatically blocked on your calendar
You receive notification with all booking details
Without integration, you're:
Taking booking requests via text/email
Manually checking calendar availability
Sending payment links or invoices
Updating your calendar after payment clears
Sending confirmation manually
That's at least 15-20 minutes per booking, multiplied by 30-50 bookings per season. For a busy outfitter, that's 10-15 hours you could spend scouting property or managing hunts instead of paperwork.
How Acre Handles Payments and Deposits
Acre's booking system includes integrated payment processing specifically designed for hunting outfitters. Here's how it works:
Set your deposit policy once in your account settings
Hunters pay online when they book through your listing
Automatic payment reminders go out for final payments
All transactions tracked in one dashboard
Direct deposits to your bank account (no waiting for checks)
Professional receipts sent automatically to hunters
Whether you're using the free listing to get started or Acre Pro for full booking management, payment processing is built in. No separate merchant account needed, no complicated setup. Just collect deposits and protect your bookings.
You can start with a free listing to see how it works, then upgrade to Acre Pro if the time savings and reduced no-shows make sense for your operation.
Best Practices for Communicating Payment Terms
How you present your payment policy matters as much as the policy itself. Done well, hunters appreciate the professionalism. Done poorly, it can feel like distrust.
Be Upfront and Confident
State your payment requirements clearly in all marketing:
On your SEO-optimized website pricing pages
In email responses to inquiries
During phone conversations
On booking confirmation pages
Never apologize for requiring deposits. Professional businesses collect them, and professional hunters expect to pay them.
Instead of: "Sorry, but we have to collect a deposit..."
Say: "To secure your dates, a 30% deposit is required at booking. This protects your spot and allows us to plan for your hunt properly."
Make It Easy, Not Complicated
The easier you make payment, the less friction in booking:
Send direct payment links (don't make hunters log into portals)
Accept multiple payment methods (credit cards, debit cards, ACH)
Mobile-optimized payment pages (most hunters will book from phones)
Simple language ("Pay $1,500 deposit" not "Remit initial payment installment")
Handle Pushback Professionally
Some hunters will resist deposits, especially if they're used to informal booking arrangements. Stand firm while remaining friendly:
Hunter: "Can I just pay when I arrive?"
You: "I appreciate you asking. For multi-day hunts, we require deposits to hold your dates. It protects both of us—ensures your spot is guaranteed and allows me to turn away other bookings for those dates. It also helps me plan properly for your hunt. The final payment isn't due until 45 days before you arrive."
Most resistance evaporates when you frame it as mutual protection rather than distrust.
Tracking Payments and Invoicing
Good record-keeping isn't just for tax time. It's essential for managing your operation. Your payment system should make this automatic.
What You Need to Track
For each booking:
Initial deposit amount and date
Final payment amount and date
Payment method used
Receipt numbers
Outstanding balances
Refunds or credits issued
Professional payment systems generate reports showing:
Total revenue by month
Outstanding balances due
Refund history
Sales tax collected (if applicable)
This data is gold come tax season, and it helps you forecast revenue for the upcoming season.
Next Steps: Implement Your Payment System
You don't need to overhaul your entire operation overnight. Start with these steps:
Set your deposit policy: Decide on percentage and timeline
Write your cancellation terms: Be specific and fair
Choose a payment processor: Look for one integrated with booking systems
Update your website and communications: Make payment terms clear
Start requiring deposits: For all new bookings moving forward
The outfitters who protect their revenue with deposits and online payments are the ones who weather slow seasons, scale their operations, and ultimately succeed long-term. Those who continue operating on handshake agreements and checks in the mail struggle with cash flow, no-shows, and unnecessary stress.
Protect Your Revenue with Professional Payment Processing
No-shows and last-minute cancellations don't have to be part of running an outfitting business. With clear deposit policies and online payment processing, you can secure bookings, improve cash flow, and focus on what you do best … providing outstanding hunting experiences.
Get started with Acre's integrated payment processing and start collecting deposits online. Whether you're testing the waters with a free listing or ready for full booking management with Acre Pro, payment processing is built in to protect your business and make it easier for hunters to book with confidence.
