Pen and paper, or sporadic spreadsheets and documents, can only take you so far before they begin wasting your time rather than saving it. I find web tools particularly useful for time tracking, project management, invoicing, and streamlining communications.

Be sure to develop a process or work flow to save time and prevent yourself from re-inventing the wheel with every project. There are some great web design process guides in the resources section – check them out! Other streamlining time-saving activities can involve drafting common emails, to do lists, and leveraging collaboration tools.

Another things that could made new expenses for you, it is usually new request from customer or client. In order to prevent that, you have to made sure, that you’ll have proper document of agreement about the payment. You should treat this request with charged them for it. Then later you won’t have extra expenses for it. Remember that new request could ruined your schedule plan and could delay your work, which eventually could cause you losing your credibility in front your clients.

Common lines on your invoice can include administrative time spent documenting and organizing the project, overhead for managing contractors or project management, materials such as stock photography/fonts and any special software requirements, and conference calls, travel, and meetings.

It can feel a little uncomfortable at first billing for things like administration or cost per kilometer for travel, but these are generally accepted practices that most clients engage in themselves.

It’s important to engage in two specific practices when you’re planning on maximizing your website profit, those are needs
analysis, and a market analysis.

The needs analysis entails gathering every bit of relevant information pertaining to the project and what the client
requires, and the market analysis involves assessing the current web market for the type of project, as well as your level of skill and experience (and that of your team members if applicable).

When you have master the need and market analysis, then you do have the perfect tools for maximizing your profit.

• Fixed quotes from subcontractors
This is something that I almost always demand, especially concerning a large project. Allowing sub-contractors to charge by the hour opens you up to serious risk, even if the individual in question is a trusted friend or associate. If he or she underestimates the tasks, unfortunately, that’s their problem, not yours. After all, you’re trying to run a business.

• Clear financial communication with clients
Being upfront about costs and expenses could very well be the number one rule to financial effectiveness in freelancing. Remaining clear about expenses at the beginning of a project is much easier than trying to justify them in the end. If all is laid out and the client understands what they will be charged and why they are being charged for it, they’ll be happy to pay you. Surprises, on the other hand, can cause delays and conflicts.

• Clear financial communication with subcontractors
Clear financial communication is just as crucial when dealing with your team or your subcontractors. Make sure they are aware exactly what you will pay, when you will pay it, and conversely what you expect in return, and when you expect to get it.

• Charge part of your project revenue up front
It’s common industry practice to charge a percentage of your project revenue up front or at least a portion of it somewhere in the early stages. If you’ve practiced good client interaction, sales, and communication, the client shouldn’t have a problem with this concept. This can also save your tail if the client for some reason decides to upset the project part-way through, and drives further commitment to contribute to the working relationship.

• Back up your files
It only takes one hard drive failure to burn this practice into your memory forever, and you’ll never quite expect it when it comes. Prevent this type of scenario by backing up not only your web site files, but all of your records and financial data as well. It’s a good policy even to make hard copies of certain important documents such as contracts and income statements.
The way I approach backing up information is the “fire mentality”. If my flat or office burned to the ground, what would I have left? This means that beyond your computer, your external hard drives, and hard copies you need to have additional or supplementary backup either online or at a separate location.

Especially when working as an individual rather than as part of a team, many freelancers get caught up in focusing on the web sites that they create rather than the necessary practices surrounding each project. These practices can aid in a number of ways, such as stress-relieving organization, more efficient time management, a better understanding of costs and pricing, and ultimately how your freelance work fits into your overall annual income.

Our income as web designers is relatively straight forward we get paid for a web project according to a price predetermined in project planning and client interaction. However, it’s a good practice to develop a more detailed invoice than just the overall project cost.

Common lines on your invoice can include administrative time spent documenting and organizing the project, overhead for managing contractors or project management, materials such as stock photography/fonts and any special software requirements, and conference calls, travel, and meetings. It can feel a little uncomfortable at first billing for things like administration or cost per kilometer for travel, but these are generally accepted practices that most clients engage in themselves.

There are literally hundreds of web apps, online tools, and open source downloads that can assist you in time management, invoicing, document templates, process mapping, and all sorts of tasks that occur throughout the design and development process as well as overall finances. Pick a few of these, but not all of them, and work them into your business model.

Pen and paper, or sporadic spreadsheets and documents, can only take you so far before they begin wasting your time rather than saving it. I find web tools particularly useful for time tracking, project management, invoicing, and streamlining communications.

Be sure to develop a process or work flow to save time and prevent yourself from re-inventing the wheel with every project. There are some great web design process guides in the resources section, check them out! Other streamlining time-saving activities can involve drafting common emails, to-do lists, and leveraging collaboration tools.

The concept is that simple every-day practices can be employed to manage your level of risk and to decrease the probability of a damaging scenario occurring. The web design industry is no different in this regard, and I’d encourage you to ponder what risks you face and how you can manage them.

• File and server integrity
Backing up files both locally and on web servers as a regular routine limits the risk of a loss of important information or data during or after a project. Most often these tasks can be scheduled and automated so as not to interfere with project work or billable hours.

• The human factor
Mistakes in code, work, communication, or other business tasks can create legal or financial risk in certain scenarios – and this risk is heightened when there are several employees working under one web agency rather than an individual freelancer. Always be aware of the human factor and take steps to prevent potential risks occurring, such as proof-reading, collaboration for accountability, and employing technology to this end.

• Avoid risks altogether
Even if you’re desperate for the work and the accompanying pay check, some projects are simply not worth the risk. If you’re contemplating beginning work with a questionable client, or employing code and frameworks with which you simply don’t have the adequate experience, don’t.

There are a variety of formal risk identification and assessment processes that can be undertaken by your business a good place to start is to check out the resources offered by the International Organization for Standardization (better known as “ISO”).

Insurance
A third option to reduce the risk and damages that may accompany a breach of duty is indemnity insurance. Indemnity insurance is a service offered by commercial insurance providers that provides financial protection from claims levied against your business for a monthly or annual fee. There are a variety of insurance providers, types of insurance, and variation in what specifically is covered. If your organization has begun to operate at the professional level, business insurance is certainly worth looking into and investigating for the return on investment.

Professional liability insurance, as it is also referred to, doesn’t only apply to web design agencies, but also individual freelancers. Indeed, if an individual web designer has even one claim put against them, their personal finances are at stake rather than the accounts of an incorporated business entity.