How to Get Clients Without Upwork, Part 2

Once you have your website optimized to sell your services, the next step to getting clients without freelancer platforms like Upwork is to set up sales and client management systems so that you can take payments and steer the project professionally. The key systems you’ll need to set up are:

1. The inquiry process: How will your potential clients initiate contact?
2. The proposal process: How will you format and submit a proposal?
3. The contract and payment process: How will you turn your proposals into contracts and take payments?

Initial Client Contact: Inquiry and Proposal

Multiple Contact Points

Creating multiple avenues for clients to reach out to you is essential. Consider incorporating:

• Exploration Calls: Offer free initial consultations.
• Email Contact Forms: Simple forms to gather basic client information.
• Quote Forms: Allow clients to request detailed quotes.
• Application Forms: For more selective services, use applications to filter inquiries.

Reducing Spam

If spam is a concern, use techniques like writing your email address with parentheses (e.g., kara(at)kcocreative(dot)com) to reduce automated spam.

Scheduling Software

When it comes to scheduling software, here are a few options to consider:

• Acuity Scheduling (Squarespace Scheduling): Works best with Squarespace but also integrates with other websites. Pricing ranges from $14 to $23 per month, with the higher tier offering text reminders.
• Calendly: Known for its ease of use and Zoom integration, Calendly’s plans range from $8 to $12 per month.
• Funnel Gorgeous: A comprehensive tool that handles scheduling, website hosting, email marketing, and more. Ideal if you need an all-in-one solution.

Scheduling Tips

For exploration calls, set a predefined time limit. For services under $5,000, keep calls to 30 minutes. For higher-end services, you may consider offering 45-minute or 1-hour consultations. Use pre-call forms to gather necessary information about the client and their needs, which helps streamline the conversation.

Client Proposals

Crafting Effective Proposals

When creating proposals, tailor them to the client’s familiarity with your work and the project’s scope. For new clients or larger projects, use a detailed Google Doc or Canva template that includes:

• Your introduction and unique value
• Examples of your work or case studies
• Detailed project scope and phase breakdown
• Fee schedule and payment terms

For returning clients, a simpler, more straightforward proposal may suffice. Tools like Ditto can help streamline this process by allowing you to create and send proposals that double as contracts once accepted.

Converting Proposals to Contracts

Using Google Docs or Canva

Duplicate your proposal, adjust it to serve as a contract, and send it as a PDF using tools like Adobe Sign or HelloSign. Alternatively, create a web page with standard terms that clients can agree to by submitting a form.

Ditto

Ditto offers a seamless transition from proposal to contract. Once a proposal is accepted, it automatically becomes a contract, and clients can fund milestones directly through the platform. This minimizes delays in payments and ensures funds are available before work begins.

Payment Collection

Invoice Management

Traditional invoicing requires sending and managing invoices for each payment phase. This can be time-consuming and may result in delayed payments. Transaction fees typically apply, ranging from 2.9% + 30 cents per transaction.

Milestone Payments with Ditto

Ditto’s milestone-based system ensures you get paid promptly. Clients pre-fund milestones, and funds are released once the work is approved, or automatically after four days if no objections are raised. This system offers peace of mind for both you and your clients.

Gathering Feedback and Testimonials

After completing a project, send a feedback survey to collect client reviews and testimonials. This can be a valuable addition to your portfolio and helps build your reputation.

Conclusion

Transitioning from platforms like Upwork to managing your own client systems requires careful planning and the right tools. By setting up effective systems for client inquiries, scheduling, proposals, contracts, and payments, you can ensure a smooth and professional workflow that enhances your business operations. Tools like Acuity, Calendly, Funnel Gorgeous, and Ditto can provide the functionality you need to manage these processes efficiently.

Once all of this is in place, you’ll be ready for part 3 – marketing!

Good luck!

Xx,

Kara

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Ready for more?

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All the Videos in the Upwork Series:

1️⃣ How to Optimize Your Freelance Website for Sales
2️⃣ How to Create Sales and Client Management Systems (This Post)
3️⃣ Where to Find Clients off Upwork

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