My Workflow When Working With Clients

Introduction: How I Handle Client Projects

If you know me, you know that I offer web design and development services, along with logo design as part of the package. Over time, I’ve developed a streamlined process to manage clients, communicate effectively, and ensure smooth project execution.

In this post, I’ll break down:

• How I manage client communication.

• When and how I charge at different milestones.

• The tools I use to stay organized.

(Note: This guide assumes that you’ve already discussed the project scope and pricing with the client.)

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Step 1: Setting Up the Invoice & Collecting an Upfront Payment

One golden rule of freelancing: Always take an upfront payment!

This is non-negotiable—if a client refuses to pay anything upfront, take that as a red flag. They might not be serious, or worse, they may disappear after the work is done. If they’re hesitant, try negotiating a smaller percentage, but never start without something in hand.

I typically charge:

• 40% upfront for standard projects.

• 60% upfront for smaller projects.

When discussing payment, I always mention both the percentage and the exact amount to keep things transparent.

Creating an Invoice

To manage invoices, I use Pancake—a powerful, one-time-payment app that helps with everything from client management to invoices. I:

1. Add the client details.

2. Create an invoice.

3. Break it into four milestones:

   • Upfront payment (40%)

   • Design stage (20%)

   • Development stage (20%)

   • Deployment stage (20%)

This keeps payments structured, ensuring I get paid at each critical stage.

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Step 2: The Four Stages of the Project

Stage 1: Design

This is where I bring the idea to life visually. I create a wireframe or prototype, host it on my server (subdomain), and send it to the client for review.

• Clients provide feedback.

• I make necessary revisions.

• Once they approve, I charge for the design stage (20%).

Most clients don’t request too many revisions at this phase, which keeps the process efficient.

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Stage 2: Development

Now, the real work begins. Depending on the project scope, I either:

• Build with HTML, CSS, and JavaScript for static sites.

• Develop a WordPress theme using WAMP as my local environment.

I track everything using Git, which helps manage changes and ensures that no progress is lost.

This stage can take time, so if the project is particularly complex, I add an extra milestone within this stage to stay motivated and ensure consistent payments.

• Once the site is developed, I upload it to my server for the client to test.

• Any final changes or bug fixes are handled.

• After approval, I charge for the development stage (20%).

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Stage 3: Deployment

Once the project is fully built, some clients prefer to wait a day or two before final deployment. This waiting period is often a good thing—it gives both me and the client time to step back and review everything with fresh eyes.

When they’re ready, I:

• Charge for the final deployment stage (20%).

• Send them all necessary files.

• Set up the project on their server via FTP, if required.

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Step 3: Post-Launch & Support

After deployment, I offer one month of free support for minor fixes. However:

• Small revisions = free within the first month.

• Major changes = billed separately.

• After one month, everything is chargeable, no exceptions.

This ensures a clear boundary so I’m not endlessly working on a completed project for free.

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Step 4: Tracking My Time & Rates

To ensure I’m charging fairly, I occasionally log my time in Pancake. This helps me evaluate:

• Whether I’m completing projects faster than expected → time to increase rates.

• If a project took longer than planned → I adjust future pricing accordingly.

Tracking isn’t the most fun, but it’s essential for long-term growth.

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Final Thoughts

This workflow keeps my client projects structured, professional, and profitable. It ensures:

✅ Clients stay committed through upfront payments.
✅ Payments are broken into clear milestones.
✅ Each phase of the project runs smoothly.

How do you manage your clients? Drop a comment—I’d love to hear your process!