Workflow Checklist Example

📥 Intake & Quoting

• Respond to client inquiry within 24 hours (even just to acknowledge receipt)

• Gather project goals, scope, timeline, and budget

• Send quote/proposal; contextualize the price to help client justify the cost

• Client approves quote

📝 Contracts & Kickoff

• Send contract; get it signed before any work begins

• Collect down payment (typically 50% upfront) before starting

• Have client fill out a W-9 if they're a new client

🔍 Discovery Phase

• Research client's competitors, target audience, and brand values

• Define the core problem the project is solving (main goal)

• Establish criteria for success and failure

• Build a mood board with the client to align on visual language

• Get client sign-off on discovery findings before designing

🎨 Design & Proofing

• Proceed through scope of work

• Present proofs in person or over the phone whenever possible (don't just send blindly)

• Remind client which phase/round they're on with every proof

• Frame feedback around the agreed-upon main goal — not subjective opinions

• Send milestone invoices per payment schedule; pause work if client goes delinquent

✅ Final Delivery

• Get final written approval from client

• Send final invoice; wait for payment before releasing files

• Deliver final files in a clean, well-organized, labeled folder (Dropbox, etc.)

• Discuss any additional work beyond original scope as a new agreement

🗂️ Post-Project Wrap-Up

• Update information for Taxes

• Save key approval emails to the project folder

• Back up files to external drive if client work is complete

• Follow up after launch — ask how the work is performing

• Post a case study to your portfolio