Discovery calls, quotes and simple contracts that protect you

Most freelance problems (unpaid invoices, endless revisions, "I thought this was included", projects that never end) start before the work begins: a vague conversation, a price sent on WhatsApp, and no written agreement. This lesson gives you a professional process: discovery call → written quote → simple contract → deposit → start.

For pricing methods (hourly vs project, packages, minimum rates), see pricing your work. This lesson is about the conversation and the paperwork.

The process

Enquiry → Discovery call (15–30 min) → Written quote/proposal → Agreement signed → Deposit paid → Kick-off → Work

Don't skip steps to seem easy-going. Professional clients respect a clear process; difficult clients reveal themselves when you ask for one.

Part 1: The discovery call

A discovery call is a short conversation to understand the client's needs, decide whether you're a good fit, and gather what you need to quote. You lead it.

Before the call

• Look at their website, social media and Google listing.
• Prepare your questions (below) and one or two relevant samples to show.

Questions to ask

Goals and context

1. "What made you look for help with this now?"
2. "What would a great result look like in three months?"
3. "Who are your customers, and what do you want them to do?"

Scope

1. "What exactly do you need? Walk me through it."
2. "Is there anything you've tried before? What worked and what didn't?"
3. "Who will provide content (text, photos, logins)?"

Practicalities

1. "Is there a deadline or event this needs to be ready for?"
2. "Who makes the final decision and approves the work?"
3. "Do you have a budget range in mind?" (If they don't, give a range: "Projects like this usually range from KSh X to KSh Y depending on…")

Fit

1. "How do you prefer to communicate, and how often would you like updates?"

Listen for red flags

• "It's very simple, it should only take you an hour."
• "We'll pay when the business starts making money." / "We'll give you exposure."
• Won't say who approves the work, or many people will "give feedback".
• Wants you to start today without a deposit.
• Previous freelancers "all disappeared" (sometimes true; often a sign of a difficult client).
• Asks you to do a large "test" for free.

It's fine to say: "I don't think I'm the best fit for this, but thank you for considering me."

End the call with next steps

"Thanks, this is clear. I'll send you a written proposal with the scope, timeline and price by tomorrow at 5 pm. If it looks good, we'll sign a simple agreement and start once the deposit is in."

Part 2: The written quote / proposal

Send it as a PDF or Google Doc, not just a WhatsApp message (you can send the link on WhatsApp). Include:

Offering two or three options (basic, recommended, premium) often helps the client say yes to one instead of "let me think about it".

Part 3: A simple freelance agreement

You don't need a 20-page contract for a KSh 30,000 project, but you do need something in writing that both sides accept. A one- or two-page agreement covering these points protects you and the client:

1. Parties: your name/business and the client's, with contacts.
2. Services and deliverables: reference or attach the proposal.
3. Timeline: milestones and that delays in client content move the deadline.
4. Payment: total, deposit (e.g. 50% before starting), remaining payments, due dates, late payment terms.
5. Revisions and changes: included rounds; anything new is a change request quoted separately.
6. Client responsibilities: content, feedback within X working days, access/logins.
7. Ownership: the client owns the final deliverables after full payment; you keep the right to show the work in your portfolio (unless agreed otherwise).
8. Confidentiality: you won't share their private information.
9. Cancellation: if the client cancels, the deposit covers work done; work beyond the deposit is billed.
10. Support: what support is included after delivery, and for how long.
11. Acceptance: signatures, or a written "I accept" by email.

Sample clause wording you can adapt:

Payment. The Client will pay a 50% deposit of KSh 25,000 before work starts and the remaining KSh 25,000 on delivery, before final files and passwords are handed over. Invoices are due within 7 days. Changes. The fee covers the scope in the attached proposal and two rounds of revisions per milestone. Additional work will be quoted in writing before it starts. Ownership. On full payment, the Client owns the final website content and design files. The Freelancer may show the work in their portfolio.

On Upwork and Fiverr, the platform's terms and the contract/order are your agreement; keep the scope written in the platform's messages.

Part 4: Deposits and milestones

• New direct clients: 50% deposit is common for small projects; for larger ones, split into milestones (e.g. 40% deposit, 30% at design approval, 30% at launch).
• Retainers: paid in advance each month.
• Never hand over final files, source code, admin passwords or domain transfer until the final payment arrives (agree this in writing upfront, so it's not a surprise).
• Send proper invoices with an invoice number, date, your details, KRA PIN if registered, what was delivered, amount and payment instructions (M-Pesa till/paybill, bank, PayPal). Templates in Word or Google Docs are fine (invoices and getting paid faster).

Part 5: Kick-off

Once the deposit arrives:

• Send a short kick-off message: what happens next, what you need from them and by when, how and when you'll send updates.
• Create a shared folder for content and files.
• Put milestone dates in your calendar.

Handling scope creep politely

When the client asks for something outside the scope:

"Great idea! That's outside the current scope, so I've put together a quick quote: adding an online booking form would be KSh 8,000 and two extra days. Would you like me to add it now, or after launch?"

Friendly, clear, and it keeps the relationship positive. Saying yes to everything for free leads to resentment and late projects.

Summary

• Lead a structured discovery call; listen for goals, scope, decision-maker, budget and red flags.
• Send a written proposal with scope, exclusions, timeline, revisions, price and validity.
• Use a simple written agreement: payment, changes, responsibilities, ownership after full payment, cancellation.
• Take deposits, invoice properly, hand over final assets after final payment, and quote extra work separately.