The Importance of Keeping A Paper Trail

In my previous post, I named a "sticky situation" that a professional freelancer is sure to encounter in his career and possible solutions to save face while still maintaining professionalism. 

Here's another one for which you must watch out:

Sticky Situation #2: Billing a Client When You Have Incurred A Lot of Expenses

The danger: Your client may feel like you're charging him unjustly.

Your way out: Keep a paper trail.

Keeping a paper trail involves getting all your expenses accounted. Develop a system and enter any data that have to do with money you spent within the given time frame for the project.

You must be ready to submit a document with a breakdown for the following:

• Meal expenses, although keep in mind that paying for three Starbucks lattes when you could have had a meal at an affordable diner is never reasonable.
• Money you spent for your fare.
• If you drove a car and spent money for gas, keep the receipt and have it photocopied. Have one copy for your client and one to be kept among your files.

Are You Caught in a "Sticky Situation"? Here Are Possible Solutions

In my previous article, I mentioned several tight spots that a professional freelancer is sure to find himself at one point of his career or another.

These tight spots can aptly be called "sticky situations." If you don't know how to handle them adeptly, it could cost you your freelancing business.

When you do encounter one, don't fret and hit the Panic button, for there are solutions for these tension-producing incidents.

Take a look at the following:

Sticky Situation #1: Missing a Deadline

The danger: You might be seen as unreliable, or worse, inconsiderate because you didn't care enough to see the project through until the end, and this may put a dent in your reputation.

Your way out: Own up to your mistake by maintaining professionalism and ask your client for an extension.

Possible steps:

• Politely negotiate with your client and ask for an extension, but make it no more than one week. Rearrange your schedule and set aside large blocks of time in that extra period. You can devote an hour after breakfast and another hour before preparing lunch to finish the project. 
• Be willing to offer a "buffer" for falling short of your client's expectations. For example, when it's time for you to bill your client, you can deduct a certain percentage from his remaining balance (three to five percent is adequate).
• As soon as your client has paid your fee in full, write a message of appreciation and send it through email. 

Stay tuned for my next few articles as I cite other possible "sticky situations" you may encounter in your career as a freelancer.