Hey Xolopreneurs! I’m curious—do any of you attend off-sites or team gatherings with your clients? Like strategy session in a swanky hotel and casual team-building retreats.
Here’s the million-dollar question: How do you handle billing and invoicing for these meet-ups? Do you charge for travel time, preparation, or just the hours you’re actively participating? And what about those networking dinners with team members after regular work hours—how do you account for those?
If you’ve navigated the world of client off-sites and team gatherings, I’d love to hear your tips and advice. How do you keep things clear and fair when it comes to invoicing?
It really depends on the type of work you do as a freelancer.
I offer all-inclusive service packages for a fixed fee, so any outdoor lunch meetings are included, and I consider them part of relationship building. However, I can imagine that some freelancers might need to charge an hourly rate for such meetings, along with travel costs (e.g., €0.20 per km, perhaps with the first 5-10 km free). This could serve as a fair compensation for the time and effort involved.
I’m always open to brainstorming if you’d like assistance with this!
@Sarabel Thanks for your thoughts and experience on this. How do you calculate and price tag those service packages? Say it’s a 3-day company event at a remote destination in another country. Would you mind sharing how you would go about price tagging this trip as a freelancer?
I really appreciate your input.
@cirkeline I’d start by calculating my travel expenses and hourly rate. Then, I’d estimate how many hours I would actually be working during the 3-day event. Of course, I wouldn’t charge for casual downtime, like enjoying a beer with the clients in the evening!
I’d consider additional factors like:
Travel & Accommodation Costs: Flights, hotel, meals, and local transportation.
Event-Specific Costs: Any special arrangements, permits, or vendor fees needed for the event.
Overhead & Profit Margin: To ensure the package reflects not just the costs but also the value of my expertise and time.
Once I have these details, I’d compare my pricing with similar services in the same niche to ensure it’s competitive and fair. Based on all this, I’d present a clear, transparent package price to the client, highlighting everything included.
Do you charge for travel time, preparation, or just the hours you’re actively participating? And what about those networking dinners with team members after regular work hours—how do you account for those?