Template 1: Initial Introduction (New Client)
Subject: Enhanced Transparency: Visual Proof of Work for [Project Name]
Dear [Client Name],
We're excited to begin working on [Project Name] and want to share an important update about how we ensure quality and transparency in our work.
As part of our commitment to providing you with complete visibility into the work performed, we use Visual Timesheets—a time tracking system that automatically captures screenshots during work sessions. This provides you with visual proof of work activity, ensuring you can see exactly what was accomplished during billable hours.
What this means for you:
- Complete transparency into work activity
- Visual proof of work attached to every invoice
- Faster invoice approvals with verified work evidence
- Elimination of billing disputes through clear documentation
Screenshots are captured only during active work time, and we use privacy controls to protect any sensitive information. All data is encrypted and stored securely.
We believe this transparency strengthens our partnership and ensures you receive maximum value from our services. If you have any questions, please don't hesitate to reach out.
Best regards,
[Your Name]
[Your Title]
[Company Name]
Template 2: Implementation Announcement (Existing Client)
Subject: New Feature: Visual Proof of Work for Enhanced Transparency
Dear [Client Name],
We're always looking for ways to improve transparency and build trust in our partnership. That's why we're excited to introduce Visual Timesheets—a new feature that provides visual proof of work for all billable hours.
Starting [Date], all invoices will include visual timesheet reports showing screenshots of work activity. This gives you complete visibility into what was accomplished during billable hours, eliminating any questions about work performed.
Benefits for you:
- See exactly what work was done during billable hours
- Faster invoice approvals with visual evidence
- No more billing disputes—proof is included with every invoice
- Complete transparency and trust in our partnership
Screenshots are captured automatically during work sessions, and we use advanced privacy controls to protect sensitive information. All data is encrypted and secure.
We're confident this will strengthen our partnership and provide you with the transparency you deserve. If you have any questions or concerns, please let us know.
Best regards,
[Your Name]
[Your Title]
[Company Name]
Template 3: Responding to Client Questions
Subject: Re: Questions About Visual Proof of Work
Dear [Client Name],
Thank you for your questions about our visual proof of work system. I'm happy to provide more details.
How it works: When our team tracks time for your project, our system automatically captures screenshots at regular intervals (typically every 10-30 minutes). These screenshots show work activity and are included in visual timesheet reports attached to invoices.
Privacy and security: We take privacy seriously. Screenshots are:
- Captured only during active work time (not breaks or personal time)
- Automatically blurred to protect sensitive information
- Encrypted and stored securely in the cloud
- Accessible only to authorized managers
Benefits: This system eliminates billing disputes by providing clear proof of work. You can see exactly what was accomplished, leading to faster invoice approvals and complete transparency.
If you have additional questions or concerns, I'm happy to schedule a call to discuss further.
Best regards,
[Your Name]
[Your Title]
[Company Name]
Template 4: Highlighting Value (Proactive Communication)
Subject: Your Invoice Includes Visual Proof of Work
Dear [Client Name],
I'm sending your invoice for [Project Name] for [Period]. As always, this invoice includes a visual timesheet report showing screenshots of work activity during billable hours.
What's included: The attached PDF report contains:
- Time entries with timestamps
- Screenshot thumbnails showing work activity
- Project and task breakdown
- Complete visual proof of all billable hours
This transparency ensures you can see exactly what was accomplished and approve the invoice with confidence. If you have any questions about specific time entries or work performed, the visual report provides all the details.
Thank you for your partnership. We look forward to continuing to deliver value with complete transparency.
Best regards,
[Your Name]
[Your Title]
[Company Name]
Best Practices for Client Communication
1. Be Proactive
Don't wait for questions. Introduce visual proof of work early, ideally during onboarding or contract discussions. This sets expectations and builds trust from the start.
2. Emphasize Benefits
Focus on what clients gain: transparency, faster approvals, no disputes, and complete visibility. Frame it as a value-add, not just a monitoring tool.
3. Address Privacy Concerns
Proactively address privacy. Explain that screenshots are blurred for sensitive data, encrypted, and only captured during work time. Transparency about privacy builds trust.
4. Use Visual Examples
When possible, include a sample visual timesheet report in your communication. Seeing is believing—clients appreciate seeing what the reports look like.
5. Make It Standard Practice
Include visual proof of work with every invoice as standard practice. Mention it briefly in invoice emails, but don't over-explain. It becomes routine and expected.
6. Be Available for Questions
Always offer to answer questions or schedule a call. Some clients may have concerns, and addressing them directly builds stronger relationships.
Customization Tips
- Personalize: Replace placeholders with actual names, dates, and project details
- Tone: Adjust tone to match your client relationship (formal vs. casual)
- Details: Add specific details about screenshot frequency or privacy controls if relevant
- Branding: Include your company logo or branding if sending as a formatted email
- Timing: Send at appropriate times (not during busy periods or holidays)
Additional Resources
- Complete Guide to Visual Proof of Work
- Frequently Asked Questions - Answers to common client questions
- Blog Articles - Case studies and success stories