I just read through this whole thread for the first time. It has some really great ideas.

I'm a little conflicted about the telephone policy. While I totally understand the idea behind not answering the phone for existing clients without an appointment, I do not understand that concept with potential clients. I have heard (and I truly believe) that if a PC calls you and doesn't get an answer, they are just going to call the next name on the list. Case in point, I got another new client this week from the QuickBooks ProAdvisor website. Had I not answered my phone, the client had many other numbers right there to call.

Since I can't readily distinguish whether it is a client or a PC calling (yes, there is caller ID but a client can call from a different number), how can I not answer the phone?

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Stacey B. Stahl, Owner/Virtual Assistant
CuttingEdgeVirtualAssistant.co m

This conversation has some great responses in it and is an awesome resource in and of itself - I'd love to see this thread continue to grow!

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1) I agree that the phone can be distracting
2) When creating anything I give the client at least one proof to look at and to make changes on.
3) When I get a request I listen then give feedback and in most cases draw a sketch of what it will look like in the end
4) Definite appointment times set

• Signed Contract
  • Price
  • Confidentiality Agreement (Non-Disclosure)
  • Late Payment
  • Relationship of Parties (Independent Contractor)
  • Work Product Ownership
  • Illegible or Poor Quality Source Materials
  • Error & Omissions
• Acceptable Payment Types (Only accept PayPal Payment)
• Bill in real time with minimum of 1 hour
• Bill 1st of Month - Due on Receipt
• Don't answer "Live" phones

Julie

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Julie | Virtual Resource Services, Inc (VRSI)
http://www.vrsioffice.com

Mine are also subject to change. lol. And they vary because I have both virtual clients and personal services clients. I like this no phone rule. I also like this deposit rule. Both very good ideas. As for the phone, I just made a google voice number. You can check your vm through your email and you can set it to ring or go directly to vm. I dont use it too much ( I wish my phone was blowing up hehe) but I imagine it will still work with more calls.

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My requirements before work is started:

Signed Contract
50% deposit
20% Rush Fee (for jobs due under 48 hours)
Signed Change Order (initial change request via email is fine)
Final payment due upon receipt of invoice with 3 business day grace period before considered late.

I, too, read this thread from beginning to end and would like to thank everyone for sharing. Here's another thing to add to my to do list as I prepare to open my office doors.

What are some of your policies on late charges? Right now, I have 2 clients who have not paid and are currently 13 days late. Since I don't have many clients yet, it really hurts because these are two of the largest bills due me. One has not responded to my emails, the other one has responded with an excuse about her baby shower and putting her father in law in a nursing home.
Good thing, I have an appointment Tuesday with another potential client and this will be a large account, and another one later this week, which is a movie production company providing services for an upcoming movie about to be filmed. That is a HUGE account

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Virtual Assistance for Beauty Consultants
MKS Designs Services Pink University

I am extremeley new at this and I think your advice is great. I just got my LLC but I am still trying to figure everything else out with the low start up budget that I have. Any suggestions on free hosts/domians/billing software? and what is voip? Please help

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Stacy Musacchia

Originally Posted by mksdesignss

What are some of your policies on late charges? Right now, I have 2 clients who have not paid and are currently 13 days late. Since I don't have many clients yet, it really hurts because these are two of the largest bills due me. One has not responded to my emails, the other one has responded with an excuse about her baby shower and putting her father in law in a nursing home. Good thing, I have an appointment Tuesday with another potential client and this will be a large account, and another one later this week, which is a movie production company providing services for an upcoming movie about to be filmed. That is a HUGE account

If it is possible, I would turn it over to collections, and then refuse to do any work for these clients until they pay their bill. They are obviously ignoring you now, but if they need something in the future, this will be a wake up call to them. I am glad I found this thread, I like the idea of requiring a deposit before starting work. I am going to include that in my contract, along with several of the others ideas I read here.

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Coline Walther | The Virtual Virtuoso LLC