customer. “Laying out clear payment terms, payment due dates and language to assist the client in paying you is a good idea. And include payment options right on your invoice.” Terms can be tough to set, so Zanette Zukowski, the founder of ZZ Event & Conference Services in Toronto, says she customizes it based on the client and project. “For simple transactions, I think net five to 10 days after an event is acceptable, but if you’re dealing with a large corporation, don’t expect to get paid before 30 days; some might even be 60 days,” she says. SHOW YOUR VALUE. Planners are often divided on how or even whether to include discounts on their invoices. Byrne says if you’re going to offer discounts or gratis services, point it out. “Like in any math class, insist on showing your work. Show the discount. Too many professionals in this industry negotiate a lower rate, give away creative or discount something to get the gig, but that should be a strategic decision. It becomes a loss for you if you don’t show that to the client,” he says. For example, if you’re discounting your rate by 10%, Byrne says to list your full rate, the 10% discount and a note that explains why you’ve given it. “That way, if they come back to you next time, you’re able to make the choice again. Without that explanation, the lower rate becomes your rate.” Adds Zukowski, “No one is ever going to complain you’ve saved them when they get their bill. It can show how competent you are if you’re able to show them how you creatively saved them money.” USE SOFTWARE. There are tried-and-true programs when it comes to getting paid with ease, so spend time researching which one works best for you. Zukowski uses Wave, after a recommendation by fellow freelancers, and says it makes invoicing (and other tasks) less daunting. “It can send invoices for you, and it lets you know when the invoice has been delivered, opened and paid by the client,” she says, adding you can also set payment reminders with personalized messages for overdue payments. DON’T JUST SEND AN INVOICE. “Whenever I’m sending an invoice, I’m also thanking the client and asking if there’s anything I can do better next time—it’s a nice little package all in one instead of just sending an email that says, ‘invoice attached,’” says Zukowski. “It’s more personal. I might say something like, ‘I’m happy to say we came in just under budget,’ or something about the event, so it’s not just throwing a bill at them and that’s it.” BE ACCOUNTABLE TO YOURSELF. Uncomfortable with calling a client to ask where your payment is? “Get over it,” says Byrne. “It’s money they agreed to pay you. The difference between a professional and someone doing this as a hobby is that professionals can have grown-up conversations about the exchange of money.” MONEY CAN SOMETIMES FEEL LIKE A DIRTY WORD, WHICH LEADS TO A LOT OF PROFESSIONALS SHYING AWAY FROM A PERCEIVED DIFFICULT CONVERSATION Winter 2024 | Ignitemag.ca | 33
