Declassified SCAD Survival Guide

Business

Freelance Cheatsheet

Desmond Du

FAQs

⁠

Invoicing

How do you invoice?

⁠

Wave Apps⁠

- Free invoicing web application, great for starting out as freelancer

⁠

Bill.com⁠

- Another common invoicing platform used by companies

Pricing

How do I charge a client for a project?

Begin by asking questions about the scope, logistics, and specifications of the request eg. deadline, visual reference, assets

Utilize a spreadsheet to collate and organize all these information. Here is a

template⁠

that you can use.

Rates

Practice Scenario: Negotiating your Day Rate

This is scenario where you can practice negotiating an appropriate day rate if a client or studio tries to lowball you.

Client: "What’s your day rate?" You: "$400."

Client: "$300." You: "I typically work at $400, but I can meet you halfway at $350."

Client: "$300 is our budget cap." You: "I understand budget constraints. How about $330?"

Client: "We can do $340." You: "Agreed."

Practice Scenario: Justifying your Day Rate

A template if you are challenging on your proposed day rate

Studio: "We’re offering $300 a day." You: "Thank you for the offer, but my day rate is $400."

Studio: "Why do you think you deserve $400/day?" You: "Over the past several months, I've consistently delivered high-impact work. Here's the value I bring:"

Hard Skills:

Soft Skills:

Unique Value Proposition:

Closing Statement (try to tie it to the goals of the studio):

Rate Increase Message Template

Billing & Taxes

I’m working through a company for a client. What do I need to give the client so they pay the company instead of paying me directly?

To have the client pay the vendor (your company), you typically provide them with an invoice from your company along with your company’s W-9 form.

Similarly, what if I am the vendor company, and I’m hiring and paying subcontractors?

If you are the vendor company and hiring subcontractors, you will need to request an invoice and a completed W-9 form from each subcontractor. These documents are necessary for tax reporting and to properly document the payments as business expenses.

Navigating Freelance Work with Work Authorization Limitations

Due to my work authorization (e.g., not being employed under STEM), I cannot take on freelance jobs. What can I do?

If your work authorization (e.g., not being under STEM) restricts you from taking on freelance jobs, a viable solution is to work through a friend’s E-Verify-enrolled business. This company can employ you and manage the billing for freelance work.

If no such business exists among your peers, consider partnering with a trusted friend to set up an E-Verified business that can hire you under STEM and facilitate this arrangement. However, keep in mind this is quite a tedious process!

As I am employed by Company A under a STEM Extension, how do I work with Company B and let them know that payments need to be made to Company A?

When employed under a company with a STEM Extension and you want to freelance for other studios, it's important to present the arrangement calmly, without creating urgency. Focus on offering a straightforward solution to manage payments properly through your employer.

Here's are email templates you can use to explain that you will be working as a “loan-out artist” under your company, which will act as the vendor and handle billing for the studio:

Email Template (Long version)

Hey [Person]

I wanted to clarify the billing process for this project. Due to my visa requirements, I need to work as a "loan-out artist" through my friend’s company. This means the vendor for billing and taxes will change, but everything else, including communication and the work, stays the same.

Would [Company] be okay with this arrangement? I'm happy to provide more details if needed!

Let me know!

If you have a strong relationship with the studio or feel confident, you can keep the email brief and simply inform them of the arrangement without asking for approval. At the end of the day, they mostly want to receive a W9 and an invoice.

Email Template (Short casual version)

Hey [Person], Just a quick heads-up about invoicing and tax forms: the vendor for this project will be [LLC/Person]. Everything else, including communication and the work, remains the same.

Resources

⁠

Business & Freelance Resources⁠

, AIGA

⁠

Going freelance⁠

, RGD

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