I have a situation where I needed to pay for a printing project, and then got reimbursed. I thought it was a one time thing, but it may happen again. Now I am wondering if I should tack on a handling fee of some sort? This is a long time client, but they are having some delay in getting up to speed on their cc situation. I also thought the added fee may hurry up their process, ya know?
So, I am wondering what might be appropriate? 10%, is that too much?

Or are printing projects something a VA pays for and then charge the client? Any input would be appreciated!

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Tina

I would make them pre-purchase a Kinkos card for you. You can have it printed where ever it is geographically they are located, and no skin off your nose.

I wouldn't do the printing next time until I got the payment. When they ask why, bring up this instance.

A retroactive 10% penalty seems a little rude, but if they do it again, fair game they have been warned! (unless you already have it worked into your contract about late payment)

I don't keep cc info for any of my clients - but that's my own preference. In this kind of situation I set up the account [whatever it is] as much as I am able and then send them the info they need to set up the financials. It's worked out well in all cases handling it this way so far and I am very comfortable with the arrangement [ie - not keeping that kind of data on file].

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It seems there are different ways to deal with this. Different situations, clients, services...

I've decided I feel comfortable paying for the printing service and billing the client accordingly, including my time and travel. I do much of their accounting too, so I know the finances are there. We don't use Kinko's but not a bad idea for a pre-paid card.

I am not going to tack on any extra service fees tho, after reviewing our contract that would not be appropriate. Now to update my contract...

These little details can be confusing, it's nice to get others input on here!

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Tina

Confidentiality AGreements..............anothe r thing to include in the Business plan. Thanks

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Joanne

I agree with Bernice, if a client requested that I use my own CC it would definitely raise a red flag. However if a client is hesitant about allowing you to make purchases for their business it doesn't necessarily reflect on you or your relationship with them, some clients are reluctant to relinquish control. I have one client who owns 4 stores (recently downsized from 6) and they prefer to do their own purchasing, I still enter their CC info. and do their bookkeeping. It is all about client comfort level, as the relationship progresses it will evolve and grow.

Hope this helps.

Sharon

Many thanks for the brilliant replies. I have one client who gives me access to all his accounts - and others where I get them to deposit money before I purchase things on their behalf which is a real faff. I can be more bold now, thank you. D

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Virtual Assistant in France
www.farmhouse.fr/donna

There are so many opinions, for different situations. But it is great to know that asking clients for this kind of information is not unusual. Thanks for all your feedback.

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Marta Vaquero
www.idelega.com

Thanks for all the advice. It's good to read how everyone else handles this.