Pre-Onboarding (Before Contract Signing)
Initial Client Communication
- Mention visual proof of work in initial proposal or sales conversation
- Explain benefits: transparency, faster approvals, no disputes
- Address any privacy concerns proactively
- Offer to show sample visual timesheet report
- Include visual proof of work in contract or statement of work
Onboarding Phase 1: Contract & Setup (Week 1)
Contract and Documentation
- Send welcome email introducing visual proof of work (use Client Communication Template)
- Attach sample visual timesheet report to welcome email
- Create client project in Visual Timesheets/HiveDesk
- Configure project settings (screenshot frequency, privacy controls)
- Assign team members to client project
- Set up billing and invoicing preferences
Onboarding Phase 2: Kickoff Meeting (Week 1-2)
Kickoff Communication
- Schedule kickoff meeting with client
- Present visual proof of work during kickoff (show sample report)
- Explain how visual reports will be included with invoices
- Highlight benefits: transparency, faster approvals, no disputes
- Address any questions or concerns about monitoring
- Explain privacy protections (screenshot blurring, encryption)
- Set expectations for first invoice with visual proof
Onboarding Phase 3: First Work Period (Week 2-4)
Initial Work and First Invoice
- Begin time tracking with visual proof of work
- Monitor screenshot quality and capture frequency
- Generate first visual timesheet report
- Review report for accuracy and completeness
- Attach visual report to first invoice
- Send invoice with note highlighting visual proof of work
- Follow up to ensure client received and reviewed report
Onboarding Phase 4: Feedback & Optimization (Week 4+)
Client Feedback and Refinement
- Request feedback on visual reports after first invoice
- Ask if visual proof meets their needs
- Adjust screenshot frequency if needed based on feedback
- Document client preferences for future reference
- Establish visual proof of work as standard practice
- Track metrics: payment time, disputes, client satisfaction
Ongoing Best Practices
Maintaining Client Relationship
- Include visual proof of work with every invoice (standard practice)
- Briefly mention visual proof in invoice emails (don't over-explain)
- Periodically check in on client satisfaction with transparency
- Share success metrics (faster payments, no disputes) when relevant
- Use visual proof as differentiator in renewal discussions
Key Talking Points for Client Conversations
Benefits to Emphasize
- Transparency: "You can see exactly what work was done during billable hours"
- Faster Approvals: "Visual proof eliminates questions, leading to faster invoice approvals"
- No Disputes: "Visual evidence prevents billing disputes before they start"
- Trust Building: "This transparency builds stronger partnerships"
- Value Demonstration: "You can see the value delivered in every hour billed"
Privacy Reassurance
- Screenshots are captured only during active work time
- Sensitive data is automatically blurred
- All data is encrypted and secure
- Access is restricted to authorized managers
Common Client Questions & Answers
Q: Will this slow down work?
A: No. Screenshots are captured automatically in the background with no impact on productivity. The system runs silently and requires no manual intervention.
Q: What about privacy?
A: We use automatic screenshot blurring to protect sensitive information. Screenshots are only captured during work time, and all data is encrypted and secure.
Q: Can we opt out?
A: Visual proof of work is a standard part of our service delivery, ensuring transparency and trust. However, we're happy to discuss any specific concerns you may have.
Success Metrics to Track
- Client acknowledgment of visual proof of work
- Time to first invoice approval
- Number of billing disputes (should be zero)
- Client satisfaction scores
- Client retention rate
- Payment cycle time
Additional Resources
- Client Communication Template - Email templates for client communication
- Complete Guide to Visual Proof of Work
- Frequently Asked Questions - Answers to common questions