Adding work to a project=?

[Sidekick]

I'm very new to doing design work and getting paid for it, so I have a question about a situation that popped up recently.

I created a web site, a simple three page site, very professional nothing fancy. I charged him X amount. He was happy, I was happy.

Later he asked me to create another website, virtually the same as the first but with different content, so I charged him X amount again. This time around however, once the three pages were complete, he asked me to add three more pages plus some forms etc....so I sent him another invoice.

Well all hell broke loose and so far I still haven't been paid. I am pretty sure that I was correct in charging him more for additional pages, but just to be sure I'm not breaking some sort of web design rule here I wanted to ask you all.

More work = more pay, right?

[Reli4nt]

You may or may not need to eat this one and take it as a lesson learned. The lesson being: Always use a contract even if it is your mother you're working with, to clarify expectations.

[Sidekick]

Yep, I'm writing it off as a lesson alright. As for a contract, I wrote one out, about 10 different ways, and I'm still not certain what a contract should cover and leave out.

I want one broad enough to cover all the different things that need to be covered while designing and having clients involved in the design, but structured enough so that they know what they are getting for the price and what I wont be doing for that price.

Any suggestions on a generic or functioning contract?

Thanks

[yamaharuss]

I would be glad to send you a copy of my contract if you like.

[Sidekick]

That would be nice, thank you!

[yamaharuss]

That would be nice, thank you!

PM me your email addy

[Sidekick]

Mmm, it seems I am too new to this forum to use the pm feature...so, instead you could send it to me in the forum e-mail here, or just go to my website and grab my e-mail off of there.

I think the rules are here that I can't post my site link here or anything, but it's in my profile. Sorry if that's a pain in the butt....:(

[aheittman]

Any time a client asks for additional work outside the scope of what was initially agreed upon, it's good to get in the habit of saying things like

"So you are authorizing me to proceed with this additional work, correct?"

or

"This sounds new. I'll send you an estimate by COB today/tomorrow."

A contract should cover the ins and outs of your business relationship - it's handy to have a single master service agreement that spells out, among other things, how work is ordered, and then individual work orders for each job.

FreshBooks, a handy time-tracking & invoicing solution, also has an estimates feature. Perhaps something like this would assist you? This way you can send them an estimate for the 3 new pages, they can review & accept it, and you've got your paper backup that the work was authorized.

- Alison

[Reli4nt]

I think most of us who freelance learn this lesson the hard way the first time around. I know my first job blew up in my face. I never knew of concepts like scope creep, my contract was inadequate and i didn't know how to communicate what I saw as going wrong.

aheittman's advice is VERY good. Just learning how to speak and to always speak up is valuable (arguable profitable).

I also make it a rule to never go into a deal I am not prepared to walk away from.

At some point consider a lawyer especially one who knows your states' laws. If it costs you hundreds then compare that to the many thousands and countless sleepless nights it can save.

[Sidekick]

Thank you all for the great advice. Funny, but the client e-mailed me asking me to work on a separate project we have going at the moment. I let him know I would be happy to do more work, but not until I had been paid for the work I had already done.

I sent him a "contract" I made up and outlined the details of the job that are covered under what he has paid so far. His reply was much nicer than the first go round.

But I still would like to make something a bit more detailed and functional for all of my jobs. I'll peek into the FreshBooks thing.

Thanks again you all.
~B

[yamaharuss]

I use a work-ticket system on my site. Whenever a client calls or emails asking for something new or changed, I require they complete a work ticket. When they fill out the ticket, there is a place for them to select number of hours approved for work requested. If there is a question as to the number required, I discuss that with them and update the ticket as needed.

[Sidekick]

yamaharuss, did you ever send that example? I didn't think I saw anything in my box.

[yamaharuss]

Not yet..

I had someone else request it also but I'm having problems with Acrobat at the moment (on Vista).. I need to convert it on another machine. I'll try to get it done tonight or tomorrow.

[Sidekick]

No worries, I just wanted to make sure I didn't miss it. Take your time. :)

[windycitycoder]

Yes, extra work should equal extra pay. However, if the boundaries aren't clearly defined, you may end up eating the time or spending a LOT of time fighting to get paid. Here are a few things that I've learned over the years - hopefully they'll help you to create your contracts.

1) Before starting to do any work, determine whether or not you need a contract. While the overwhelming majority of work should be done with a contract in place, there will be many clients (close contacts, family, etc.) that won't. IMO you create 10x more problems even bringing up a contract than will occur without one for these people.

2) Realize that there is NO standard contract and that the contract for every job / project will be different. While you'll still use a lot of the same principles in every contract, you need to tailor each one to that client.

3) Look at every project both long and short term. Think about any reusable portions that you may be developing, and if appropriate, write ownership clauses into the contract.

4) For any projects where you're dealing with financial or other sensitive data, include a 'hold harmless' clause.

5) Include what your rates and payment terms are.

In addition, when things change after the initial contract, learn to be flexible. This means either billing the client at the hourly rate for the additional work / changes or creating a second contract for that work. Whichever is more appropriate and whichever you both agree on. The point is to be flexible while not allowing yourself to be put in a position where you end up having to eat time.

Hope this all helps.