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Top 7 Ways to Surprise Your Clients with Exceptional Service

  • June 26, 2018

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Being a great freelancer or business owner is all about surprising your clients with exceptional service. When a client is delighted by both the work you produce and the way you go about the project, they are far more likely to hire you again and recommend you to others.

Growing a business is about developing a positive reputation. It’s where people flock to you enthusiastically rather than you almost begging people for scraps of work. And this can only happen when you exceed expectations, with ninja-like focus, in every single facet of your work.

Your brand is everything and when you become known for the quality of what you do, then finding new lucrative clients will no longer be a problem. In fact, you’ll be turning people away.

Intrigued? Here are 7 ways to surprise your clients with exceptional service.

  1. Spend time getting to know their requirements

The simple fact is, if you don’t know what your freelance client really needs then the project is doomed to failure. You will waste their time and money, which will reflect poorly on you.

The best freelancers, with a true ninja spirit, spend time getting to know their clients and their unique requirements. When you understand the intricacies of the client’s reality and goals, it’s far easier to put together a plan that will meet with success.

What’s more, the client will notice this extra effort and develop a deeper respect for your professionalism and brand. This can go a long way when it comes to recommending your freelance services to their colleagues and friends.

Reputation is everything when you’re a lance for hire.

  1. Provide them with different options

Clients will understand you are the expert in your field, so in many cases they will wish to be led. However, they also want some input in the decision processes and planning of the project. When a client feels you are taking a singular route which might not be entirely beneficial to their needs, they might begin to feel alienated and anxious.

Include your client in all decision making processes and present them with more than one option at each important crossroad. Tell them what you believe is the best way forward out of all the choices and in most cases, if you’ve developed a rapport and mutual respect, they’re likely to follow.

Giving your clients the power to choose, with informed reasoning, enables them to feel part of the process. In turn this cultivates an important aura of transparency, which imbues trust.

  1. Care about their success

For run-of-the-mill freelancers, client work is merely something to get done as quickly as possible before then getting paid. It’s all about a conveyer belt of work which has no inherent meaning. While this philosophy can certainly bring in money, it’s never usually lucrative and entails mind-numbingly tedious work.

The better alternative is to genuinely care about the success of your clients. Become a partner in their efforts and do all you can to bring them closer to the results they desire. This involves getting to know their reality and taking greater care in the planning and execution of their project.

When you build your freelance reputation on excellence and genuine caring, then you attract the best clients who respect your professionalism and worth. You can soon begin to charge higher rates that reflect the time, effort, and expertise you put into client work.

  1. Maintain communication

There’s nothing worse, for clients or for freelancers, then radio silence. This is when a contact goes quiet and you’re left hanging, unsure what to do next and having to rearrange schedules.

As a freelance professional it’s imperative to maintain open communication channels and provide frequent updates about the progress of the project. This allays any fears or concerns the client may have and allows them to feel everything is running smoothly and to plan.

You don’t need to be available every hour of the day. It’s important to set some expectations at the beginning of a project, so you’re not answering emails or the phone during the evening or at weekends.

Answering a client, as fast as you are able to, within acceptable parameters which don’t negatively impact on your work, is generally a good rule of thumb.

  1. Use the best collaboration and work tools

Exceptional service as a freelancer is keeping your clients in the loop. When they can see the different stages of their project being completed, they feel better about the overall process.

Collaboration tools are a great way to show clients exactly what you’re doing at any given time. They also allow for two-way communication, allowing the client to add notes or suggest edits. These tools include apps like Kanban Boards where each task within a project is labeled and clearly defined, for both the freelancer and client(s) to view.

You can also offer your client an invoicing portal in which they get to see all the invoices they’ve paid and any related time-tracking data, all in one place. When a client has this level of insight into your working processes, they feel a lot more relaxed and confident in the results.

  1. Meet deadlines in advance

Deadlines are deadlines and they have to be met. This is a minimum requirement for a successful career and it’s a core pillar of any ninja warrior code. If you’re continually late with work, then you’ll gain a poor reputation.

However, you can do better than merely meeting deadlines. Great freelancers and solopreneurs, with an inherent ninja spirit, set a deadline and then deliver the work long before that deadline arrives.

The client is pleasantly surprised by the speed and when the quality of work is high, they then become absolutely delighted as well. You can do no wrong in their eyes after that.

  1. Exceed expectations

Producing high quality work, as mentioned above, is essential. When you combine proper research, dedicated planning, clear communication, hard work, and a genuinely caring mindset, then together with your expertise, you’re bound to produce stellar work.

This is all about exceeding expectations and this is vital if you want to command the highest rates in your field and attract the best clients. This is what a ninja spirit is all about.

Great clients are those who respect your professionalism and let you get on with doing what you do best, safe in the knowledge you will produce the results. They are usually a pleasure to work with and allow you to be truly creative when it comes to doing what you love to do.

Exceptional service brings exceptional results

Exceed the expectations of your clients and you’re more likely to also exceed your dreams. Those very same dreams you may have originally held about the wonderful benefits of a freelancing lifestyle.

Those dreams are there for the taking.

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A Kanban board is a project management tool which provides a visualization of single or multiple tasks & workflows. It’s a tool based on a work philosophy originating in Japan which emphasizes focus on one particular task at a time over a multitask approach, as well as the benefits of collaboration.

Kanban boards are designed to make planning, managing, and completing tasks easier thanks to a visual overview of the entire work process. You get to see what needs to be done, when it needs to be done, who needs to do it, and how much is left to do, all on one color-coded board.

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Multiple Contacts Per Client

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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!

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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!

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! 

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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!

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!

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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!

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! 

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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!

​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!

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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!

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!

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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!

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!

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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!

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!

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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!

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.

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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!

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!

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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!

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!

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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!

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.

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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!

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!

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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!

Invoice Template Designs

Forever Free

Beautiful well formatted invoices are critical to show clients that you mean business!

Invoice Ninja offers 11 invoice template designs. Free users have 4 free invoice templates, Pro & Enterprise user have all 11 invoice template designs.

Each invoice template can be customized with your company logo, colors scheme to match your brand, and detailed formatting customizations are also offered!

Give your clients a truly branded experience with your company by customizing your invoice templates to match your company branding! 

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