To keep track of your clients and payments owed I suggest you use a simple computer program. I use QuickBooks to handle all of my invoices and balances due, overdue, and paid. It even has a feature that allows me to send an email invoice directly to my client's email address.

There are many other options available to you if you decide against a software program. If you have a really tight budget and don't want to spend money on a computer program you can simply use paper and manila folders or a program like Excel. But just make sure you use a program. You want to be able to keep track of who owes you and when it.s due.

I've included a sample service invoice in the Sample Documents section you can use to mail or fax to a client.

Also, I advise that you develop some sort of system to keep track of your projects. I recommend you use a folder/file based method. You can use simple, labeled manila folders filed in a filing cabinet or in a cardboard box or anything else that allows you to keep your work organized when handling multiple projects. This is a great way to prevent any deadlines from being missed.

Contract or No Contract?

Some copywriters insist on using a contract. I use mine for any project that totals more than $1,000. I have several stipulations in my contract that guarantee certain outcomes:

1. I require any fee over $500 to be paid in parts. Before I begin a project I will charge ½ of the fee amount up front. This guarantees that I have money to work with while I'm creating a project. Any projects over $1000 and any project that may take a long time (say a month or several months) I will ask for the payment in thirds. 1/3rd up front, 1/3rd when I submit the first draft, and 1/3rd when the client accepts the final draft. Most companies and agencies will oblige and provide you the money this way. If you encounter someone who is unwilling to make payments up front or in sections then you have to evaluate the situation. Is it a big company with a large bankroll? If this is the case then you should have no problem getting paid the full amount when the project is complete. If it's a small business with a small budget then you have to decide if you want to proceed with the project minus an upfront payment. I've done a few projects for small businesses without an upfront fee and have received the total payment with no problems. So, the choice is up to you.

2. I require any work that I do to be available to me to use as a sample in my portfolio. This is usually not a problem. Most companies and agencies will gladly send you a sample of the finished project.

3. The copyrights (the actual rights to the copy) are not available to the client until payment is made in full. This way if they use the copy without paying me I have a right to take legal action. This can also quicken the time it takes a company to pay you.