Recently started keeping detailed records of my projects, and it’s been a game changer. When clients request references or challenge invoices, having all the info handy simplifies those tricky discussions.
Documentation really smooths out those conversations.
Photos help a lot. I take pictures during the job and when I finish. It prevents fights later when someone claims I didn’t do something or disputes the invoice. Keep texts or emails where they approve changes or extra work too. Clients forget their agreements fast when the bill comes.
Dates matter more than most people think. I always write down when I talked to someone about changes or problems.
When clients say they never agreed to something, I can tell them exactly when we discussed it. Most of the time they remember once you give them the specific date and suddenly everything gets sorted out fast.
A project folder on my computer for each client has saved me so many headaches. I drop everything in there - original quotes, change orders, receipts for materials, even phone call notes with dates.
Last month a client tried saying they never approved extra electrical work. Took me 30 seconds to pull up the email thread where they asked for it. They paid the next day.
The key is doing it as you go. If you wait until later you forget half the details.
Smart move. I just write stuff down on paper but it works for the same reasons.