Set up each engagement properly
Before you start, record the client, the project, your day rate, payment terms, who approves your invoices and any purchase order number. A few minutes at the start saves rejected invoices later.
Log time and travel as you go
When you split weeks between sites, it is easy to lose track. Log each day or half day against the right project the same day, with the miles you drove. That record becomes your invoice and your evidence if a client queries it.
Invoice on a rhythm
- Pick a schedule per client, such as weekly or monthly, and stick to it.
- Match the contractor's payment cycle so your invoice is in the next run.
- Check what is overdue every week and send statements before chasing.
Keep documents in date
Different clients may ask for different evidence, but they all expect it to be current. Keep one up-to-date set of insurances, cards and PQQ answers rather than separate packs per client.
IR35 and multiple clients
Working for several clients can support the case that you are in business on your own account, but each engagement is assessed on its own facts. Keep a record of how you assessed each one.
Protect your time
Be honest with each client about the days you are available and keep your availability up to date. Block out admin time each week so evenings are not swallowed by paperwork.
3lanse keeps clients, projects, days, mileage, invoices, documents, tasks and a calendar in one place, and on Pro, Aidmin can tell you what needs doing today.