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10 Common Reasons Why Freelance Project Proposals Are Rejected

  • March 20, 2018

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Not again!

Once more a freelance project proposal you created has been rejected. You spent a lot of time trying to make it perfect but for some reason the prospective client didn’t see it the same way. You’re feeling frustrated and wondering why more of your proposals than not are meeting with the same fate.

This is a familiar story for many freelance professionals. Strong project proposals are an essential component to a successful freelance career. Yet it can be difficult to pin-point what exactly is going wrong, when in your eyes, the proposal seems fine.

Much like with any marketing or sales document, all it takes is for one section or feature to be flawed, for the whole lot to then be weakened. Knowing what that weakness is can be difficult to self-diagnose.

We’ve collected the 10 of the most common reasons why freelance project proposals are rejected.

  1. Poor design

A poorly designed project proposal will create a poor impression of your professionalism. Appearances matter in business and clients expect an experienced and capable freelancer to present information in a neat and attractive format. If the design is haphazard or obviously put together in haste, then the words will be rendered meaningless.

Make sure there’s brand continuity in the colors you use and spend time ensuring the document is visually appealing.

  1. Hard to read

When the text is hard to read, your message becomes diluted. Busy clients want to read your proposal quickly and with ease. If they’re forced to squint or zoom in on hard-to-read fonts, then this creates a negative impression. Long paragraphs also make it difficult for the reader to quickly scan through the document.

Use a standard easy-to-read font at an appropriate size. Check how it looks on different sized screens. Avoid garish colors and overly creative fonts. Break up long paragraphs into smaller ones.

  1. Incoherent structure

A strong project proposal follows a particular structure people are familiar with. If your proposal looks back to front or appears like an essay or sales page, without the applicable formatting, then the proposal will lose its purpose. A client will simply stop reading and look elsewhere for a service provider.

Make sure your proposal follows the standard format. Begin by showing you understand their problems and business. Then follow through the order we have laid out in our previous article: How to Write the Perfect Freelance Project Proposal.

  1. Poor understanding of the project requirements and business

A client will know very quickly whether you understand their business and the project requirements. If you write too generically and show you have a hazy understanding of what they need and desire, then the rest of the proposal will fall flat.

It’s imperative when writing a project proposal to convey to the reader that you comprehend exactly what they need. Ensure you get the answers you require from the client before writing a single word of the proposal. Otherwise you’ll be wasting your time and their time.

  1. Dull text with no competitive differentiation or persuasion

When your proposal is boring to read and just like the majority of other mundane project proposals, you place yourself in an unenviable positive. The client is forced to make a decision based on factors such as pricing and time, all of which mean you have to lower your rates or work faster.

The best alternative of course is to write a professional project proposal which differentiates itself from the competition. Write a proposal that actively persuades the reader why you’re the right skilled freelancer for their business. This means taking time to understand the client, what they need, and to take your time in crafting a winning proposal.

  1. Too little or too much information

When a project proposal has too little information, the prospective client is left with more questions than answers. On the other hand, too much information and multiple pages of unnecessary text can bore the reader and hide your most salient points.

Write what needs to be conveyed to the client as succinctly as possible, making sure you include all the important points you believe will persuade them of your suitability for their project. For most freelancers, a couple of pages will be more than enough.

  1. Poor solution description

When reading your proposal, will the reader understand how you can solve their problems and provide the solutions they need? If not, then you’ll lose any chance of winning the project. When you’re not clear enough regarding how exactly you’ll help the business, then the whole proposal falls flat on its face.

Be as clear as possible about how you will fulfil the requirements of the brief and which of your skills and services will be employed to achieve the desired results. Also triple check grammar, spelling, and syntax issues, which can negatively impact on the message you’re trying to put across.

  1. Muddled pricing

It’s important to present accurate pricing. If your prices are muddled, inaccurate, or the ranges are too broad, then clients won’t be confident you know what you’re doing.

Confirm pricing with the client before writing the proposal so they are not surprised or shocked by the figures you share. Make it clear what the pricing is for and present an easy-to-understand itemized cost breakdown.

  1. No clear timeframes

In the same way as muddled pricing can confuse and alienate a potential client, so can unclear project timeframes. Your project proposal needs to convey confidence, trustworthiness, and clarity, so it’s important to be as accurate as possible when it comes to time estimates.

Again, confer with your client before writing the proposal about their desired timeframes and deadlines, then create a firm plan to match, based on your own availability and abilities. Make it clear in the project proposal document.

  1. No clear benefits for the client

A proposal devoid of benefit statements is a proposal begging to be ignored. The reading client wants to know how your freelance services and skills will benefit them or their business. When you merely lay out your services and intended plan in a matter of fact way, you do little to inspire the client that you’re their ideal choice.

When writing the project proposal, highlight repeatedly the benefits each of your services, skills, or intended actions will bring to the client. Look to inspire interest, excitement, and enthusiasm about what you can deliver.

Attractive project proposal templates

Strong words need a strong and attractive framework. At Invoice Ninja we provide a range of fully customizable project proposal templates designed specifically for freelance professionals and small business owners.

Once you’ve modified a template to match with your brand identity, you can then use the same proposal template over and over again. The templates are professionally designed and can be fully adapted to suit your unique business and the clients you serve.

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When quoting or invoicing your client, you may need to include multiple contacts to receive your quotes & invoices. Sales, billing, management teams? You can create multiple contacts per client to ensure all emails sent are seen by the correct people to get you paid!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Custom Payment Instructions

Forever Free

If you don’t wish to integrate with our existing payment gateway integrations for online payments, you can create custom instructions for your clients to see! The most common is providing bank details/wire instructions.
 
-Navigate to Settings>Online Payments, click “Configure Gateways”
-Click the “+” and select “Custom” under the option of providers.
-You can then put into place instructions for your clients.
 
With this option, when your clients click “Pay Now” on the invoice, your custom payment instructions will pop-up!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

 
Create a Free Account!

Enabling/Disabling Nav Modules

Forever Free

Add or remove “modules” from your account navigation & client-side portal. 

  • Invoices
  • Recurring Invoices
  • Quotes
  • Credits
  • Projects
  • Tasks
  • Vendors
  • Purchase Orders
  • Expenses
  • Recurring Expenses
  • Bank Transactions

Only add those modules to the navigation that you’re using, to increase efficiency and streamline your account navigation!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Create Taxes per Invoice Total or per Invoice Line-Item

Forever Free

Powerful tax settings.

  • Create up to 3 separate tax rates per invoice total.
  • Create up to 3 separate tax rates per individual invoice line-item!

You may have line-items (services or products) that are tax exempt, others that require taxation. You can create multiple tax situations per client or invoice! 

Invoice Ninja also supports creating inclusive & exclusive taxes per client as needed

  • Exclusive taxation: $100 + 10% = $110
  • Inclusive taxation: $100 + 10% = $100 ($90.91 + tax $9.09)

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

​Enable/Disable Recurring When Cloning

Forever Free

Save time by cloning invoices within a client, or clone an existing invoice to a new client! You may wish to clone a invoice from one client to another and set up the new invoice as recurring with auto-billing, or vice versa! 

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

 

Create a Free Account!

Setup Automatic Credit Card Gateway Fees

Forever Free

You may wish to pass along your credit processing fee to your clients if they pay by credit card, or simply to encourage your clients to pay by ACH bank transfer! Set up automatic fees at your discretion or enable the fee to auto-match your gateway fee!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Bulk Emailing Invoices & Quotations

Forever Free

If you wish to semi-automate emailing out invoices & quotes to your clients, utilize the bulk send feature! Simply select all the invoices & quotes and click “Send” and your account will automatically que them up to go out! 

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

​Multiple Currencies & Languages

Forever Free

Invoice Ninja supports dozens of languages & currencies!

You can set different languages & currencies per client! Is your account in English, but it would be nice if your French speaking clients saw their client portal in French or Spanish speaking clients seeing payment instructions in Spanish? We have you covered!

Languages and currencies can be set per individual client!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Importing Expenses & Vendors

Forever Free

Keep all records up to date & run accurate reports by importing Expenses. Expense importing can be done manually anytime, or you can automate it with our new banking Yodleee integration!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Item & Product Library System

Forever Free

Why waste time typing? Create product & services in your Product Library! When creating invoices simple click from the line-item selector to quickly populate invoices and email them out!

Your product library also works (optionally) together with the Inventory feature! You can define the # of inventory stock available and when creating invoices the product library will reduce inventory levels and notify when you’re running low!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Alerts When Client Views & Pays Invoices

Forever Free

Want to know when your client clicks to view their invoice?

Set up notifications when clients view quotes, invoices, make payments, and also if a clients payment fails. 

If you have additional account users, you can also be notified when your User are creating and sending out quotes & invoices! 

Many notification options to keep you informed of all actions taking place within your account!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Projects, Tasks & Track Time

Forever Free

Task time-tracking allows you to accurately record every second spent on each individual task and quickly transfer timed data to the relevant invoice.

  • Create Project, Tasks, and Track Billable-Work
  • Convert Timed-Tasks to Invoices with 1-Click
  • Easily Categorize to Search Tasks & Projects

When you’re done with a task or series of tasks within a project, simply click and send your work-time to an invoice with 1-click!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Accept Deposits & Partial Payments

Forever Free

Do you require a deposit or down-payment from clients to commence your work?

Set partial payments/deposits with unique due dates for partial payments/deposits! After your client pays the partial payment the invoice will automatically update itself with the balance due and set the new final invoice due date.

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

 

Create a Free Account!

Approved Quotes Auto-Convert to Payable Invoices

Forever Free

Automate your workflow! When you email out quotations to your clients, they can “Click to Approve” the quotation which then converts the quote into a payable invoice!

Invoices can then be paid online with 1-click, and your account documents all steps!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Client-Side Portal & Invoices/Payments History

Forever Free

Every action your clients take is recorded and viewed into their client-side portal. 

Invoices, quotes, payments and more are tracked.

Uploaded documents, payment methods, client-profile – everything is accessible and recorded to ensure a smooth experience for you & your clients!

Your clients also have dynamic functionality to run their balance statements with custom date & data parameters!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Recurring Invoicing & Auto-Billing Clients

Forever Free

If you have clients that need to be billed again & again on a fixed schedule (weekly, monthly, etc…), Invoice Ninja offers auto-billing via the world’s favorite payment gateways:

  • Stripe
  • WePay
  • Braintree
  • Authorize.net​​
  • Mollie
  • GoCardless
  • Square
  • Eway Rapid
  • PayFast
  • Checkout.com
  • Paytrace
  • Forte

Auto-billing (AKA “token billing”) is a feature that enables the payments system to capture your clients’ credit card details and store them for billing at a future date. Token billing enables auto-billing, which means future invoices can be issued automatically. Invoice Ninja integrates seamlessly so you can enjoy all the advantages of token billing via your Invoice Ninja account.

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Track Inventory Levels

Forever Free

The inventory management feature works together with your “product library”!

Set inventory stock within your product library with threshold notifications. When you create invoices and populate invoice line-items, the inventory stock levels will reduce automatically! When your stock runs low the system will email you a notification reminder to stock up!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!