Freelancing for a while now, I’ve kept my documentation more on the basic side. Generally, I just note the project scope and payment terms, adding only a few comments.
However, I’m starting to think a more detailed approach might be necessary. What do you do to protect yourself when clients change their narratives?
I track start and end times, what I did, and materials used. Nothing fancy, but it covers me. The key is getting scope changes approved in writing, either by email or text, before starting. Don’t trust verbal agreements. I also take quick photos when I’m done. When clients get weird months later, timestamps and photos end complaints fast. Keep everything for two years minimum.
Started basic like you but got burned when a client claimed they never asked for extra revisions. Now I document everything.
After every call or meeting, I shoot them a quick email summarizing what we discussed. “Just to confirm - you want the contact form on three pages instead of one, which adds $200 to the project.”
For ongoing work, I keep a simple log with dates and what I did. Takes 2 minutes but saved my ass when a client tried saying I didn’t finish certain tasks.
Make clients confirm changes in writing. Never do extra work based on just a phone call.
I just take a quick photo and move on.
I learned the hard way too. Now I take photos before and after each job.
For scope changes, I text the new price right away. Most clients confirm it via text, giving you proof.
I keep all invoices and payment records in one folder on my phone. This helps when clients claim something different was agreed upon.
I just write down what I fixed and how much it cost. Keep it simple.