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Help needed with money aspects of being self-employed please

12 replies

Earlybird · 01/05/2006 08:56

I'm contemplating becoming self employed/working from home, and have many questions about the practical aspects of doing it successfully. Here's some initial questions on which I'd be grateful for feedback (sorry that's so awkwardly worded):

How did/do you go about setting your fees?

Do you charge by hour/day/project?

If by project, what happens if something takes significantly more/less time than you estimated - are fees adjusted?
Do you have a system for giving yourself payrises, and if so, what is it?
How long do you give people to pay, and what do you do if they're late/don't pay at all?
Do you have a tax fund set aside, and if so, what's your system?
From a tax perspective, what deductions do you take?
Do you work from home, and if so, any suggestions about how to make it work best?

Any other tips/suggestions much appreciated for how to be self-employed, solvent and sane!

OP posts:
twocatsonthebed · 01/05/2006 09:10

I'm self employed, and dp is self-employed and works from home - not all of what we do is relevant, but here goes:

fees: we both work in industries where these are set and standard for the industry, I charge by the day/week (longer term stuff), he charges by the project. And his fees do go up if something is more complex than anticipated.

getting people to pay has never been an issue for either of us so far as we have long-term relationships with various clients.

tax fund: set aside one third in a separate savings account as soon as it comes in - and you can get a good rate of interest as you only need to take stuff out twice a year.

by deductions, do you mean expenses? If so, get advice as it really varies what you can claim depending on what line of work your job is. An hour with a good accountant will more than pay for itself in terms of the tax you save.

Dp works from home, in our new house he has an office; in the old one he was in the middle of the front room. Both worked quite well - but everything was on the computer and so could be put away at the end of the day. Try to be disciplined and don't let it eat into the evenings, otherwise you can end up very worn out.

Hope this helps - and good luck! I find it much more fun and satisfying - and you can take a day off when the weather's nice!

twocatsonthebed · 01/05/2006 09:10

I'm self employed, and dp is self-employed and works from home - not all of what we do is relevant, but here goes:

fees: we both work in industries where these are set and standard for the industry, I charge by the day/week (longer term stuff), he charges by the project. And his fees do go up if something is more complex than anticipated.

getting people to pay has never been an issue for either of us so far as we have long-term relationships with various clients.

tax fund: set aside one third in a separate savings account as soon as it comes in - and you can get a good rate of interest as you only need to take stuff out twice a year.

by deductions, do you mean expenses? If so, get advice as it really varies what you can claim depending on what line of work your job is. An hour with a good accountant will more than pay for itself in terms of the tax you save.

Dp works from home, in our new house he has an office; in the old one he was in the middle of the front room. Both worked quite well - but everything was on the computer and so could be put away at the end of the day. Try to be disciplined and don't let it eat into the evenings, otherwise you can end up very worn out.

Hope this helps - and good luck! I find it much more fun and satisfying - and you can take a day off when the weather's nice!

fsmail · 01/05/2006 11:58

I am self-employed and my fees are based on the average in the area on an hourly rate. I just had a quick review of other people doing the same job in the area.

Unfortunately I have set fees that are too low when the full project has been completed as an estimate for a fixed fee and could not go back as it was my fault. I have learnt from experience to provide an estimate as opposed to a full quote to give me the option to go back now.

My fees are subject to an annual review in line with the National Average Earnings Index and that is the rise.

I don't have a tax fund. Been advised by my DH (accountant) to pay it out of next year's income. Currently making a loss as just set up anyway.

fsmail · 01/05/2006 11:59

Sorry I would give people only thirty days to pay but in some cases I ask for money upfront. I do work from home but also from a shared office.

Earlybird · 02/05/2006 11:25

Thanks for the good advice here. Anyone else?

OP posts:
Bink · 02/05/2006 11:29

Earlybird, one of dh's many pies is self-employed stuff from home and I will ask him (he likes giving advice). He would emphatically second the recommendation to have a good accountant (he'd probably recommend his).

Bink · 02/05/2006 12:57

Earlybird, the below is from dh. I did say he likes advising ...

My tips would be:

Have a good accountant. Not only can he or she save you taxes in ways you were not aware of, it is also a great weight off the mind. I have used the same accountant for 10 years, and he costs me between £400 and £500 a year.

On tax, I set aside about 30% of my gross fees – typically the accountant manages to get the tax below even that. I have a dedicated study at home. The accountant therefore sets some costs of our home off against tax. You have to watch out that this does not create a potential capital gain charge when you sell your home, but my accountant has assured me in writing it will not.

Keep a very good record of the time you spend on things. When I started I didn’t always do this, and I am sure I ended up spending more time on particular types of work without realising it. Likewise keep every receipt, writing down at the time what it was for (because you will forget at the end of the year).

Charging by time is a form of currency where the exchange rate isn’t fixed. For example if a particular piece of work takes you and others 1 hour, but then you suddenly find a way to do it at the same quality in half an hour, what should you charge? One hour or half an hour? So typically with a new client or type of job for a current client I would charge a time based fee, but try to move reasonably quickly to a price for the output instead. That way I get the reward for being efficient, and the client pays a price that relates to the value of the work to them rather than the amount of my input.

Try very hard not to get too dependent on any one client. If you are starting up with only one client, put a lot of effort into getting another one.

frogs · 02/05/2006 13:41

Second Bink re. having a tax account and a good accountant. Most decent accountants will have an initial meeting with you free of charge, and it's surprising how quickly you can tell whether you'd see eye to eye with them. Accountancy is not a DIY job, imo. You also need to see a financial advisor wrt different types of insurance you might need.

I charge an hourly rate, but most of my work comes from public funds, so rates are laid down. For private client work I charge one and a half times the public sector fee. Occasionally people want work done so urgently that it will require me to stay up all night, in which case I charge double the normal rate. My quote states v. clearly that it is an estimate based on what the client has told me, and that I cannot guarantee the fee or the delivery date until I've had a chance to evaluate the work for myself. If it becomes clear that it was more complicated than I had been led to believe, I phone them up and explain.

Cash flow is a bugbear, so second bink's other advice about having a range of clients. I have occasionally done a great deal of work for one client and v. little else that particular month. If the client is then slow to pay, it causes problems. Invoicing £6000 in fees in a month looks great on a spreadsheet, but is worth precisely nothing until it hits your bank account. Cash in the bank is the only thing that counts. I aim to have 10% of my average annual turnover in the bank at all times, and I get v. twitchy if it drops below that.

Payments: My payment terms are 30 days from the invoice date. I work for a range of public and private sector clients -- the public sector ones tend to pay quite reliably within an average of about 6 weeks, depending what stage in their monthly cheque run my invoice hits the right person's desk. Serious delays only usually occur when eg. someone has moved jobs or paperwork gets lost in the system.

Private sector clients (mine are mainly solicitors) can be wonderful (you get cheque by return of post) or terrible (letters are ignored and no-one returns your calls). I'm never quite sure whether they're bent or just incompetent, but for my purposes it doesn't really matter. I have three fairly standard letters that I send out: first goes out about 6-8 weeks after the invoice and says "Further to my invoice blah blah, we do not appear to have received payment, blah blah, I would draw your attention to my payment terms blah blah, please make settlement as soon as possible." The second is slightly tetchier, usually including the phrase "to avoid the need for further action blah blah". The third says something along the lines of "unless I receive payment in full within 14 days I shall have no other option but to take legal action in the county court blah blah". I actually wait 28 days, then I sue. V. easy, you can do it online. As long as all your paperwork is correct virtually everybody then pays up. I have to do that on average about twice per year.

For private individuals I have occasionally demanded (and got) payment up front. I used to be v. wussy and British about asking for payment, but have become more militant with experience, on the basis that they've commissioned the work, I've carried out the work, so they can darn well pay for it.

I dithered for ages before becoming self-employed, thinking that the admin and finance would be a nightmare. But it hasn't been, and I've never looked back for a moment.

Good luck!

Earlybird · 02/05/2006 15:01

My goodness. Feel I've just been given a masterclass on how to become self employed while avoiding the usual pitfalls! Thanks for all your generosity in guiding me.

Will study your suggestions carefully, and may come back with some questions. Thanks again.

OP posts:
twocatsonthebed · 02/05/2006 15:21

actually, there's a great book called, I think going it alone, by Geoff Burch. It's a good read (made me laugh out loud in places), as well as having some v good advice about charging etc. I think it would give you some food for thought.

Bink · 05/05/2006 10:32

Earlybird, it appears I missed out some bits of dh's advice ... here is what fell off my original copy & paste:

"Working alone at home, and not in a social environment in an office, can get a bit lonely. So plan social events that have vague work related justification (eg lunch with people in similar positions) and don't feel guilty about doing them.

"Discipline yourself – otherwise the working day can expand to fill all your waking hours. I helps a lot to do your work in a separate room, so that you can close the door and leave it behind you.

"Don't spend 8 hours in your home office working without a break. You will get a headache and your thoughts will become ineffective. On days when I am going to be working at home all day I typically go for a walk or go the gym in the middle of the day."

threebob · 05/05/2006 10:39

Decide what your day off is (self employed people generally won't be able to always run to 2) and give it the same observance that Sunday used to get.

I have Wednesdays off - I don't see clients on Wednesdays - ever. End of story, my rule, never break it. I might do some planning, or bank money or something, but I never commit to a person. Keeps me very sane.

Oh, and respect yourself and don't take crap work. What's the point of being your own boss if you are going to be the sort of boss that takes crap work and expects everyone (ie. you) to do it?

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