Smashing eBook_ Professional Workflow for Web Designers - Luke Reimer [2]
Dealing with confidential information isn’t quite that simple, however, as important questions arise in certain scenarios. For example, if information becomes publically known through an entirely third party, how will you make sure that you aren’t held responsible? This document is helpful in defining what information is indeed considered confidential, and in limiting your liability in the event of information leak.
Sample Confidentiality Agreement
Subcontract
Often a subcontractor will be necessary to complete a web project. A subcontract is one similar to the contractual agreement you undertake with a client, but different in several key regards. First, you can be more specific on technical terms and aspects – including if you wish the details of the work rather than including them in a separate work order. Second, it’s important to specify rights of publication of the work and the working relationship – for example making sure that the subcontractor lists your name and company when listing the work in his or her portfolio. Lastly, several other details differ such as the copyright being in the subcontractors name rather than yours.
Be sure to understand your project workflow and how it will affect your allowances and protection within the subcontract. For example, work produced by the subcontractor may need to be approved by the client, taking valuable time, as well as finances filtering down from the client to you and on to the subcontractor. Manage and plan your due dates and payment terms carefully to ensure a stress-free experience for all involved parties.
There are risks when dealing with both clients and subcontractors – be sure to use these documents to comprehensively manage those risks and cover your liability, especially when working with both at the same time.
Sample Subcontract
Invoice
Invoices are very common, familiar, and widely used. Many, however, forget that these are indeed legal documents and should contain important pieces of information and process in order to bind a client to payment. I would recommend using a web service such as the Invoice Machine to generate invoices for you, making it both easier and faster to manage past, present, and future invoices. However, I will include a sample invoice and point out the major areas where certain information should be included.
First, be sure to include contact information which serves to identify the two legal parties responsible for sending and receiving payment and notifications. Second, the amount being invoiced and the work it represents should also be clearly marked to avoid any confusion. Lastly, include the payment terms in the invoice even if they have already been documented in the contractual agreement. Often the invoice will pass beyond your primary contact and into a finance department, where individuals need this information for their records and to ensure timely payment.
Sample Invoice
Notification of Payment Due or Overdue
Simply sending an invoice may not be enough; often clients need a reminder of payment due, especially if it’s been several weeks since sending the original invoice. Reminding a client of an outstanding balance can be accomplished in several ways – first, by sending a formal notification, or second by general communication methods such as email or phone. To accommodate both of these options, I’ve included formal samples in this section, as well as sample emails in the following section.
As with all documents related to direct and ongoing communication with a client, professionalism is paramount. Concerning payments, notifications of payments due, and overdue invoices there are special considerations to take into account such as watching your tone carefully so as not to be overly confrontational. I generally try to be professional yet lighthearted as far into the process as I can