Virtual Assistant Forums | Work from Home

vsnyder2127 · #11 (**permalink**) 08-07-2011

Thank you for the autoresponder tips I will definitely be looking into that one. Also if you need to save a little money right now there is several PDF programs out now that are less expensive than adobe and work just as well. I have used PDF995 there is a free version or a paid version. If you google PDF programs you will get a whole lot of them with reviews on all of them.

Your Virtual Wizard · #12 (**permalink**) 08-08-2011

Chela,

Before purchasing Office 2010 which has a PDF option, I used the free version of PDF995. I eventually paid the $10 for the ad-free version of PDF995 and then used that for a very long time until I upgraded.

My welcome packet is also a PDF and I send that via email as well.

Another option you might consider is using EchoSign (affiliate) which is a free document signing service for up to 5 documents per month. The nice thing about this product is that it automatically sends a signed copy to the client once all parties have signed so there is no need to do so yourself.

Really, everything can be sent via email or PDF with the exception of course of a handwritten note...which is what makes that added item so valuable today. I use handwritten notes to thank other VAs for helping me out and for thanking clients for referrals. In those notes I include a paper business card. That's about all the paper I use.

Janine

ClockwiseVA · #13 (**permalink**) 08-08-2011

Chela, I love that you are so "green" and "eco-friendly". Kudos!

I came across this website that sells eco-friendly promotional products: http://www.greenlogoshop.com/

I'm sure you have heard of them but throwing it out there just in case you haven't.

LucentVA · #14 (**permalink**) 08-09-2011

Thanks, everyone for the great advice and recommendations. I have not heard of PDF995, so I will check that out, definitely. I actually did try using EchoSign, but wasn't thrilled, as it put the signature places in weird spots (not where I tagged them originally) and my client had some problems. I tried DocuSign and like it much better, but you are right-- it didn't automatically send the client a copy of the documents like EchoSign. However, this is not a big deal once I get my e-packet together (I actually like the idea of me sending the agreements with the welcome letter). The other reason I kind of like not having the client get an automatic copy of the agreement is because she still needs to pay me before the agreement goes into effect anyway, so I want to send the e-packet out once I get the payment.

Janine, I totally agree that a handwritten note is a rare and valuable commodity these days. Linda, thank you for the link to greenlogoshop.com. I am still in the process of deciding what few eco-friendly marketing products I'd like to buy. They tend to be fairly pricey, but I plan on being a little more careful about how I hand them out, so it will be worth it!

Your Virtual Wizard · #15 (**permalink**) 08-09-2011

Chela,

I post date the contract effective typically for a Monday and send it out on a Wednesday giving 48 hours to sign via EchoSign. Payment terms are payable upon receipt and cover the time beginning on the Monday that the contract goes into effect. They sign, pay and then I work.

My welcome packet is sent before the contract because it holds all the billing policies, rates, expectations, etc., that the contract offers. This way by the time they receive the contract nothing is a surprise and the contract signing doesn't get held up for interpretation.

My process is Client Inquiry (usually by email)>Welcome Packet>Completed 10 question survey included in the packet through Survey Monkey>Determination if we are a good match>client 'homework and research'>Consultation Call>Contract>Invoice>Work commences.

The Welcome Packet and the quick survey weed out the 'tire kickers' without me having to invest time in wasted phone calls. By the time they get to the Consultation, it's pretty much a good deal and I've done what I need to do to determine if this client is 'ideal'.

Janine

LucentVA · #16 (**permalink**) 08-09-2011

Great information, Janine! Thank you.

AMarqAbove · #17 (**permalink**) 09-19-2011

This is such a great forum! I am so glad I found this!

Virtual Jane · #18 (**permalink**) 12-01-2011

I am paperless as well. I also use dropbox on the pc and phone so that i can email my files straight to a potential client or current. And i can access dropbox from any pc. I made my welcome packet into a pdf file as well as my coupons for referrals and discounts. If the client wants to print them out thats fine. When i go see clients i make sure i forward them all information but i still bring a contract for them to sign. I like to have originals when it comes to that. My other hard copy materials are my business cards, rack cards, and things like that. Made by vistaprint.

dognose · #19 (**permalink**) 12-01-2011

Put their welcome packet on a flash drive. They have some cool ones in the imprint catalogs. They're kind of expensive, but you could keep them just for clients who sign on. I think it'd be cool.

VirtuallyThere · #20 (**permalink**) 12-01-2011

Chela,

I've been working with a promotional marketing rep that has really cool cloth grocery bags with the company name on the front. They are made from recycled plastic and are really soft and durable.

Just something to consider when looking into marketing materials that are green.