What happens between "they said yes" and "the project is running well." Follow these 7 steps in order, every single time, without exception.
July 2026 · Asset 22 of 23
The non-negotiable rule
Before You Start Anything
Never start work until Steps 1-4 are complete. Agreement signed. Deposit received. Confirmed in writing. No exceptions — not even for clients who seem trustworthy, urgent, or enthusiastic. The deposit is what separates a real client from someone who might disappear. The agreement is what protects you if they do.
1
Before work begins · Within 24 hours of verbal yes
Send the Agreement + Proposal
Do not skip
Send both documents as a single PDF package — the Proposal (Asset 16 template) and the Freelancer Agreement (Asset 21). Include a short covering message.
✓
Proposal Template filled in with correct client name, scope, price, and timeline
✓
Freelancer Agreement filled in with correct client details and project specifics
✓
Both documents saved as PDF and sent via email
Covering email — copy this
Hi [Name],
Great speaking with you. As discussed, I've attached two documents:
1. Project Proposal — outlines the scope, timeline, and investment for what we covered.
2. Service Agreement — a simple document that keeps everything clear and protects both of us.
Please review, sign the agreement, and let me know if you have any questions. Once I receive the signed agreement and the deposit, I'll confirm your project start date and we'll get moving.
Looking forward to working with you.
Vod
2
Wait for this before proceeding
Receive Signed Agreement
Do not skip
Follow up every 2 business days until you receive the signed agreement. If no response after 7 days, send a polite final follow-up. If still nothing, the project does not proceed.
✓
Signed agreement received — both pages, signed and dated by client
✓
Copy saved in your project folder for this client
Follow-up if no reply in 2 days — copy this
Hi [Name], just following up on the proposal and agreement I sent over. Let me know if you have any questions about anything — happy to clarify. Once I have the signed agreement back, I can confirm your start date. Looking forward to it.
3
Immediately after agreement is signed
Invoice the 50% Deposit
Do not skip
Send the deposit invoice via PayPal, Wise, or direct bank transfer. Set a due date of 3-5 business days. Include your payment details and the project reference.
✓
Invoice sent with correct amount (50% of total), due date, and payment method
✓
Payment methods provided: PayPal / Wise / direct bank (include your account details)
4
The green light — work starts after this
Receive & Confirm Deposit
Do not skip
Confirm receipt of payment in writing. This is your green light to begin. Do not start any work — not even preliminary research or planning — before this step is complete.
✓
Deposit received and cleared in your account
✓
Confirmation sent to client in writing (email)
Deposit confirmation email — copy this
Hi [Name],
I've received the deposit — thank you. Your project is confirmed and I'll be in touch shortly with a welcome email that covers our start date, what I'll need from you to get going, and our communication channel for the project.
Looking forward to working with you.
Vod
5
Within 24 hours of deposit received
Send Welcome Email
Set the tone for the project. Be specific about start date, communication channel, and what you need from them.
✓
Project start date confirmed
✓
Communication channel confirmed (email / Slack / Messenger)
✓
List of what you need from them (CRM access, logins, existing documentation)
Welcome email template — copy this
Hi [Name],
Welcome — I'm excited to get started on [project name].
A few quick things:
Project start date: [Date]
Estimated completion: [Date]
Our communication channel: [Email / Slack / Messenger — choose one]
Response time: I'll respond to messages within [24 hours] during business days
To get started, I'll need the following from you:
- [Access item 1 — e.g. CRM admin access]
- [Access item 2 — e.g. existing documentation]
- [Access item 3 — e.g. team contact for questions]
Please send these to me by [date] so I can begin on schedule.
I'll send a first update within 48 hours of starting. If anything comes up in the meantime, reach out anytime.
Looking forward to it.
Vod
6
Day 1 of project
Kick-Off Call (30 Minutes)
A short alignment call before any work begins. Even if you discussed everything in the discovery call — confirm it again now that it's official.
✓
Scope confirmed — both parties aligned on exactly what's included
✓
Timeline confirmed — start, milestones, delivery
✓
Access confirmed — all logins, tools, and documentation provided
✓
Communication cadence set — how often you'll update them and through what channel
✓
Questions answered on both sides before work begins
7
Only after steps 1-6 are complete
Begin Work
Work begins. First update to client within 48 hours of starting — even if it's a brief "here's where I am so far."
✓
All 6 steps above confirmed complete before starting
✓
First progress update sent to client within 48 hours of project start
✓
Ongoing updates sent per agreed cadence throughout the project
After delivery: Send the final deliverable → invoice the remaining 50% → request a testimonial once they're happy with the work → ask if they'd like to continue on a monthly retainer. In that order. Every time.
The Freelancer Launch System
Agreement. Deposit. Then Work Begins.
Asset 22 of 23 · Session 7 of 8 · Vodner "Vod" Bolina