It's
something that freelance writers don't like to talk about or hear
about, but it happens more often than we like to admit.
The
Scenario: The perfect project -- the one with a decent budget,
and a wonderful project manager or editor, has finally been completed.
You send an invoice to the person in charge, who promises to forward
it to the accounting department. The contract stated "payment
on acceptance/ completion", and you have their signature
on file, so you're pretty sure there is nothing to worry about.
Besides, they sent you a deposit. Of course they'll want to send
you the remaining balance as soon as possible. A
week goes by and the check hasn't arrived. You hear the sirens
going off in your head, but you decide to give your client the
benefit of the doubt. The check is in the mail, you're sure, and
the new Anthrax-prevention equipment at the post office sure has
slowed the mail down. Week
two sets in. Your bills are arriving on time in the mail, so you
decide that your client may have cut the checks late. You promise
yourself that at the beginning of next week, you'll make sure
you give a friendly reminder call -- if the check isn't here.
When you call, your contact person isn't there to take it. You
leave a message for them to call you -- you don't want to sound
like a collection agency! Days
go by with no return call. You send an email that goes unanswered.
Alarm bells are going off in your head. Did you do something wrong?
Are they going out of business? How can you retain your client
relationship AND get paid? 1.
First Things First: An Ounce of Prevention We
all like to think the best of our clients and new projects, and
sometimes, in earnest, we gloss over some of the fine details.
It's
important to "check out" our clients before we begin
working for them. Retailers and goods suppliers always do a credit
check before taking on a customer. Most freelancers can't afford
the time or money to do this. However, if the company is publicly
traded you can always look them up on the web. In fact, always
do a quick check on the search engines for any press releases
the client has put out, bad publicity, etc. If your client is
a day away from bankruptcy and you're their last hope, they're
not going to tell you that! If something looks unstable, go with
your gut and ask for a larger deposit or pass on the job. It will
save you much frustration at the end! You
can also check the following warning reports for writers and consumers
to see if other writers have had problems with your client in
the past. If they're listed, steer clear! Writer's
Weekly Warnings Report
http://www.writersweekly.com/warnings/iaq.html The
Rip-Off Report
http://www.ripoffreport.com Writers
Alerts http://www.sfwa.org/beware/general.html National
Writer's Union Alerts
http://www.nwu.org/alerts/alrthome.htm
A
legally binding contract is an essential MUST for any
freelancer. You can change the contract to reflect the time allotted,
deposit, and completion date. I always include the number of allowed
revisions, a "kill fee", and a statement explaining
that the copyright for the project transfers AFTER I receive the
final payment. Here are a few links to contract resources you
can use when "sealing the deal": Sample
Contract http://freelancebank.com/resource.asp?id=14114 When
is a Contract a Contract?
http://freeagent.com/advice/legal/makesacontract.asp
2.
When the "Pay by" Date Comes and Goes: Nudge Them! Nothing
makes me, as a freelancer, want to panic more than an unpaid invoice
from a company. The thought of Ramen noodles and Tang are terrifying
- or, at least, humbling - and I must admit my cash flow is still
somewhat limited some months! Approaching
your client about a delinquent account, initially, isn't too difficult;
you can send a "thank you for the project" email and
a short note saying, "By the way, the check hasn't arrived
in the mail yet, I was wondering when you mailed it?" If
you don't get a response, call the main office phone number and
ask for the fax number to the Accounts Payable department. Send
a polite note to the AP office explaining that, "I'm afraid
that this invoice may have been lost in the shuffle. It's several
days past due. Please update me on the status when you have time."
Usually, this will do the trick, and you'll get a polite phone
call or email with a notation about the "paid" status.
Make sure you note all of the dates and times you've called and
keep copies of all of your correspondence.
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