Hey there! I’m Abir, an SEO content specialist and marketing manager who’s been freelancing for the past 12 years.
Let me paint you a picture—imagine completing an intense project, pouring your heart and soul into it, and then… nothing. Your client vanishes, your payment never arrives, and you’re left feeling frustrated and helpless. Sound familiar?
If you’ve been in the freelance game for a while, you know that getting paid isn’t always a walk in the park. From chasing down payments to dealing with fraud, it can be a real headache. I’ve been there, and I’ve learned a thing or two along the way.
I’m here to share some tried-and-true tips to help you protect yourself and ensure you get paid for your hard work especially if you are either new to freelancing or thinking about getting started. And, I’ll share with you a new tool I’ve recently discovered that makes life so much easier—but more on that later.
1. Use Written Contracts
First things first, always use a written contract. I can’t stress this enough. A solid contract outlines the scope of work, payment terms, deadlines, and dispute resolution mechanisms. Think of it as your safety net.
Personal Note: Early in my career, I once took on a project based on a verbal agreement. Big mistake. When the client started changing the project scope, I had no written terms to fall back on. Lesson learned.
My observations:
Email/PDF Contracts: Easy to create and send. However, they can be altered or lost if not managed properly.
Contract Management Software (e.g., DocuSign): Secure and professional but can be expensive.
2. Request Upfront Payments or Deposits
Asking for an upfront payment or a deposit shows that your client is serious and committed. It’s a great way to cover initial costs and ensure the client has some skin in the game. It may be a cause of concern for your client however as some may be worried about security and scams.
Personal Note: I once skipped this step, thinking I could trust a referral client. I ended up chasing the payment for months. Never again.
My observations:
PayPal: Widely used and trusted, but high fees and potential for chargebacks.
Bank Transfers: Secure but not always possible for international clients.
Client Confidence: It takes effort to build this and make sure your client is happy to send money upfront.
3. Invoice Promptly and Clearly
Send your invoices as soon as the work is done. Make them detailed but easy to understand. Include your contact information, a breakdown of services, the amount due, and the payment deadline.
Personal Note: I used to delay sending invoices, thinking clients would appreciate the flexibility. Turns out, prompt invoicing often leads to prompt payment while it is still on my client’s radar.
My observations:
Invoicing Software: Great for creating professional invoices, but comes with a monthly fee which doesn’t allow for flexibility based on my workload.
Manual Invoicing: Free but time-consuming and easy to make mistakes.
4. Avoid Working for Free
Some clients might ask for a free sample or a test job so they can see your work before committing. While a small sample can sometimes be reasonable, be wary of doing too much work without getting paid. Your time is valuable.
Personal Note: I learned to set clear boundaries after a potential client asked for extensive free work and then disappeared. I’ve since published an online portfolio so my clients can see my work upfront.
My observations:
Portfolio Websites (e.g., Behance): Showcases your work without giving it away, but might not capture all the client’s needs. It’s also an additional tool to keep track of.
Freelance Platforms (e.g., Upwork): Provide structure and exposure but take a significant cut of your hard-earned pay.
5. Use Secure Payment Methods
Using secure payment methods is critical to making sure you get paid and your clients’ security is taken care of. Avoid unfamiliar or unverified methods that could jeopardize your earnings. Stick to trusted platforms that offer robust security features.
Personal Note: I feel better when I can engage with my client on a platform where we can both feel secure and comfortable. My clients don’t need to worry about their personal information being at risk.
My observations:
PayPal: Secure and widely accepted but high fees mean I lose money.
Stripe: Great for international payments but requires technical setup if using directly.
6. Keep Detailed Records
Maintain detailed records of all communications, contracts, invoices, and payments. These records are invaluable if a dispute arises.
Personal Note: I use cloud storage to keep everything organized and accessible. It’s saved me more than once in disputes. I even paste the conversations I have with clients across multiple platforms which is time-consuming!
My observations:
Google Drive: Free and accessible but requires manual organization and a lot of copy/paste from other tools.
Dedicated Project Management Tools (e.g., Asana): Great for organization but can be overkill for smaller projects and I still need to manually track conversations.
7. Be Prepared to Enforce Your Contract
If a client refuses to pay, be prepared to enforce your contract. This might involve seeking legal advice or using a collections agency. While this should be a last resort, knowing your rights can help you recover your earnings.
Personal Note: I try to familiarize myself with all the options that might be available to me, including the dispute resolution process of the tools I use.
My observations:
Legal Services (e.g., LegalZoom): Offers professional help but can be expensive.
Collections Agencies: Effective but takes a percentage of recovered funds.
8. Consider Business Insurance
Business insurance can protect you against non-payment and other risks. It’s an extra layer of security that can provide peace of mind.
Personal Tip: I sleep better knowing I have coverage for those “just in case” moments. It’s not just about the money but also about peace of mind.
What I’ve learned…
Freelancer Insurance Providers (e.g., Hiscox): Provides tailored coverage but can be pricey.
General Business Insurance: Offers broader coverage but might not cover specific freelance risks.
And Now, About That Cool Tool…
So, about that tool I mentioned earlier. It’s called Paypipe, and it’s been a game-changer for me recently. Here’s how it helps streamline and secure the payment process:
Encrypted Payments: Paypipe uses advanced encryption techniques to safeguard your payment data, preventing unauthorized access and fraud.
Guaranteed Payments: Paypipe holds the money exchanged between your client and you securely until the job is done. This way you know you’ll be paid for the work that you do.
Secure Contract Management: Paypipe securely manages all your contracts, ensuring they are accessible only to you and your clients.
Streamlined Communications: Paypipe centralizes all communications, ensuring secure and organized job discussions and document exchanges with your client are stored in one place.
Automated jobs and payment: Paypipe automates your job process from creating an offer to getting paid.
ICYMI, I’ve learnt a lot on my journey and know exactly what I need to make my work life easier. By using Paypipe, I’ve found that I can focus more on delivering great work and less on worrying about the security of my transactions and communications. It’s not just a tool—it’s going to be the new partner in my freelance journey.
Final Thoughts
There’s a lot to think about when you’re a freelancer, or any other type of independent worker. From getting paid on time, to client confidence, to security and automation - it’s all on you to figure out! With tools like Paypipe, you can simplify and secure your job and payment processes, ensuring you get paid on time and in full for every project with ease. Give it a try and see how it can transform your freelance business.
Stay proactive, protect your work, and ensure that every transaction is as secure as possible.
