SKILL.md
552 lines · 2,635 words
Freelancer Toolkit
When to Use
Use this skill when:
User asks about freelancer toolkit
User needs guidance on freelancer toolkit topics
User wants a structured approach to freelancer toolkit
Search the docs, videos, blog, apps, teams, skills and release notes.
At a glance
What it is
Complete freelancer business management guide covering rate setting, contract templates, invoice creation, client acquisition, portfolio building, time tracking, tax considerations including quarterly payments and deductions, scope creep prevention, and client communication templates.
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SKILL.md
552 lines · 2,635 words
Use this skill when:
User asks about freelancer toolkit
User needs guidance on freelancer toolkit topics
User wants a structured approach to freelancer toolkit
Complete freelancer business management guide covering rate setting, contract templates, invoice creation, client acquisition, portfolio building, time tracking, tax considerations including quarterly payments and deductions, scope creep prevention, and client communication templates.
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Step 1
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“Create a bot that uses the Freelancer Toolkit skill, and show me the plan first.”
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What it covers
When to Use
Questions to Ask the User First
Step 1: Rate Setting
Step 2: Contract Template
Step 3: Invoice Template
Step 4: Client Acquisition
Step 5: Scope Creep Prevention
Step 6: Tax Considerations
Step 7: Client Communication Templates
Freelancer Business Health Check
Output Format
Example
Edge Cases
Request requires professional consultation beyond educational guidance
User needs emergency assistance
What services do you offer? (writing, design, development, consulting, marketing, photography, etc.)
How long have you been freelancing? (considering, just starting, 1-3 years, 5+ years)
Is this full-time or a side business?
What is your current hourly/project rate? (if established)
How are you currently finding clients? (referrals, platforms, outreach, inbound)
What is your biggest challenge right now? (finding clients, pricing, managing time, taxes, scope creep, contracts)
Do you have a business entity set up? (sole proprietor, LLC, S-Corp)
Have you worked with contracts before?
How do you currently track time and invoices?
What annual revenue are you targeting?
RATE CALCULATION WORKSHEET:
Step 1: Determine your target annual income
Target salary (what you would earn as an employee): ${{SALARY}}
Step 2: Add the cost of being self-employed
+ Self-employment tax (15.3% of net income): ${{AMOUNT}}
+ Health insurance: ${{AMOUNT/YEAR}}
+ Retirement contributions: ${{AMOUNT/YEAR}}
+ Business insurance (if applicable): ${{AMOUNT/YEAR}}
+ Software and tools: ${{AMOUNT/YEAR}}
+ Office/coworking: ${{AMOUNT/YEAR}}
+ Professional development: ${{AMOUNT/YEAR}}
+ Equipment depreciation: ${{AMOUNT/YEAR}}
= TOTAL ANNUAL NEED: ${{TOTAL}}
Step 3: Determine billable hours
Total work hours/year (52 weeks x 40 hours): 2,080
- Vacation/holidays: -{{HOURS}}
- Sick days: -{{HOURS}}
- Admin/non-billable time (~30%): -{{HOURS}}
= ANNUAL BILLABLE HOURS: {{HOURS}}
Step 4: Calculate your hourly rate
TOTAL ANNUAL NEED / BILLABLE HOURS = HOURLY RATE
${{TOTAL}} / {{HOURS}} = ${{RATE}}/hour
Step 5: Validate against market rates
Market rate for your skill/experience: ${{RANGE}}
Your calculated rate: ${{RATE}}
Adjustment needed: {{YES/NO}}| Model | Best For | Pros | Cons |
|---|---|---|---|
| Hourly | Unknown scope, ongoing work | Flexible, covers scope changes | Income ceiling, penalizes efficiency |
| Project-based | Defined scope, deliverables | Rewards efficiency, predictable for client | Risk of scope creep, must estimate accurately |
| Retainer | Ongoing relationships | Predictable income, client commitment | Must deliver consistent value |
| Value-based | High-impact work, consulting | Highest earning potential | Requires understanding client's business value |
| Day rate | Workshops, on-site work | Simple, premium feel | May not capture full value |
RATE INCREASE FRAMEWORK:
WHEN TO RAISE:
[ ] You are booked out 4+ weeks consistently
[ ] You have been at the same rate for 12+ months
[ ] You have gained significant new skills or credentials
[ ] Your cost of living has increased
[ ] You are turning away work
[ ] Your results consistently exceed client expectations
RATE INCREASE COMMUNICATION:
"Hi {{CLIENT_NAME}},
I wanted to give you advance notice that my rates will be
adjusting starting {{DATE -- 30-60 days out}}.
My new rate will be ${{NEW_RATE}}/hour (or ${{NEW_RATE}}/project),
up from the current ${{OLD_RATE}}. This reflects {{REASON: increased
expertise / market adjustment / expanded capabilities}}.
project completion. New projects starting after {{DATE}} will
be at the updated rate.
I value our working relationship and am happy to discuss this.
Thank you for your continued trust.
Best,
{{YOUR_NAME}}"FREELANCE SERVICE AGREEMENT
This Agreement is entered into as of {{DATE}} between:
CLIENT: {{CLIENT_NAME}} ("Client")
{{CLIENT_ADDRESS}}
FREELANCER: {{YOUR_NAME}} ("Freelancer")
{{YOUR_ADDRESS}}
1. SCOPE OF WORK
Freelancer will provide the following services:
{{DETAILED_DESCRIPTION_OF_DELIVERABLES}}
Deliverables:
1. {{DELIVERABLE_1}} -- Due: {{DATE}}
2. {{DELIVERABLE_2}} -- Due: {{DATE}}
3. {{DELIVERABLE_3}} -- Due: {{DATE}}
OUT OF SCOPE (explicitly excluded):
- {{EXCLUSION_1}}
- {{EXCLUSION_2}}
2. TIMELINE
Project start date: {{DATE}}
Estimated completion: {{DATE}}
Key milestones: {{LIST}}
3. COMPENSATION
Total project fee: ${{AMOUNT}}
Payment schedule:
- {{50%}} upon signing: ${{AMOUNT}} due {{DATE}}
- {{25%}} upon {{MILESTONE}}: ${{AMOUNT}}
- {{25%}} upon completion: ${{AMOUNT}}
[OR: Hourly rate of ${{RATE}}/hour, billed {{weekly/monthly}},
not to exceed ${{CAP}} without written approval.]
Late payment: Invoices unpaid after {{15}} days will incur
a {{1.5%}} monthly late fee.
4. REVISIONS
This project includes {{NUMBER}} rounds of revisions.
Additional revisions will be billed at ${{RATE}}/hour.
5. INTELLECTUAL PROPERTY
Upon full payment, Client will own all final deliverables.
Freelancer retains the right to display work in portfolio.
Freelancer retains ownership of pre-existing tools,
frameworks, and methodologies.
6. CONFIDENTIALITY
Freelancer will not disclose Client's confidential business
information. This does not apply to information that is
publicly available or independently developed.
7. TERMINATION
Either party may terminate with {{14}} days written notice.
Client will pay for all work completed through termination date.
Kill fee: If Client terminates before completion, a fee of
${{AMOUNT}} (or {{%}} of remaining balance) applies.
8. INDEPENDENT CONTRACTOR STATUS
Freelancer is an independent contractor, not an employee.
Freelancer is responsible for their own taxes, insurance,
and equipment.
9. LIABILITY
Freelancer's total liability under this agreement shall not
exceed the total fees paid under this agreement.
10. DISPUTE RESOLUTION
Disputes will be resolved through {{mediation/arbitration}}
in {{JURISDICTION}}.
SIGNATURES:
Client: _______________________ Date: __________
Name: {{CLIENT_NAME}}
Freelancer: ____________________ Date: __________
Name: {{YOUR_NAME}}INVOICE
FROM: TO:
{{YOUR_NAME/BUSINESS_NAME}} {{CLIENT_NAME}}
{{YOUR_ADDRESS}} {{CLIENT_ADDRESS}}
{{YOUR_EMAIL}} {{CLIENT_EMAIL}}
{{YOUR_PHONE}}
Invoice #: {{INV-YYYY-NNN}}
Date: {{DATE}}
Due Date: {{DATE}}
Project: {{PROJECT_NAME}}
ITEMIZED SERVICES:
Description Hours/Qty Rate Amount
{{SERVICE_1}} {{QTY}} ${{RATE}} ${{TOTAL}}
{{SERVICE_2}} {{QTY}} ${{RATE}} ${{TOTAL}}
{{SERVICE_3}} {{QTY}} ${{RATE}} ${{TOTAL}}
Subtotal: ${{SUBTOTAL}}
Tax (if appl): ${{TAX}}
TOTAL DUE: ${{TOTAL}}
PAYMENT METHODS:
- Bank transfer: {{BANK_DETAILS}} (or "Provided separately")
- PayPal: {{EMAIL}}
- Other: {{PAYMENT_LINK}}
PAYMENT TERMS:
Due within {{15/30}} days of invoice date.
Late payment fee: {{1.5%}} per month on outstanding balance.
NOTES:
{{PROJECT_NOTES_OR_SUMMARY_OF_WORK_COMPLETED}}
Thank you for your business.CLIENT ACQUISITION STRATEGY:
TIER 1: HIGHEST CONVERSION (focus 60% of effort)
[ ] Referrals from existing clients
[ ] Referrals from your professional network
[ ] Repeat business from past clients
[ ] Direct outreach to warm leads
TIER 2: MEDIUM CONVERSION (focus 30% of effort)
[ ] LinkedIn content and networking
[ ] Speaking at events or webinars
[ ] Content marketing (blog, newsletter, social media)
[ ] Strategic partnerships (complementary freelancers)
[ ] Industry community participation
TIER 3: LOWER CONVERSION (focus 10% of effort)
[ ] Freelance platforms (Upwork, Toptal, Fiverr Pro)
[ ] Job boards (We Work Remotely, FlexJobs)
[ ] Cold outreach to target companies
[ ] Paid advertisingCOLD OUTREACH EMAIL:
Subject: {{SPECIFIC_VALUE_PROPOSITION}} for {{COMPANY}}
Hi {{NAME}},
I noticed {{SPECIFIC_OBSERVATION_ABOUT_THEIR_BUSINESS}} and
thought I could help with {{SPECIFIC_PROBLEM_OR_OPPORTUNITY}}.
I am a {{YOUR_SPECIALTY}} who has helped {{SIMILAR_COMPANIES}}
achieve {{SPECIFIC_RESULT}}. For example, I recently {{BRIEF_
CASE_STUDY_WITH_METRIC}}.
Would you be open to a 15-minute call to explore whether I
could deliver similar results for {{COMPANY}}? I have a few
ideas I would love to share.
Best,
{{YOUR_NAME}}
{{YOUR_WEBSITE}}
{{YOUR_PORTFOLIO_LINK}}
P.S. {{ADDITIONAL_VALUE -- relevant article, free audit, etc.}}PROJECT PROPOSAL
Prepared for: {{CLIENT_NAME}} at {{COMPANY}}
Prepared by: {{YOUR_NAME}}
Date: {{DATE}}
1. UNDERSTANDING YOUR NEEDS
Based on our conversation on {{DATE}}, I understand that:
- {{PROBLEM_1}}
- {{PROBLEM_2}}
- {{DESIRED_OUTCOME}}
2. PROPOSED SOLUTION
I recommend the following approach:
{{DETAILED_SOLUTION_DESCRIPTION}}
3. DELIVERABLES
1. {{DELIVERABLE_1}} -- Description: {{DETAILS}}
2. {{DELIVERABLE_2}} -- Description: {{DETAILS}}
3. {{DELIVERABLE_3}} -- Description: {{DETAILS}}
4. TIMELINE
Phase 1: {{PHASE}} -- {{DATES}} -- Deliverables: {{LIST}}
Phase 2: {{PHASE}} -- {{DATES}} -- Deliverables: {{LIST}}
Phase 3: {{PHASE}} -- {{DATES}} -- Deliverables: {{LIST}}
5. INVESTMENT
Option A: {{DESCRIPTION}} -- ${{AMOUNT}}
Option B: {{DESCRIPTION}} -- ${{AMOUNT}} (recommended)
Option C: {{DESCRIPTION}} -- ${{AMOUNT}}
Payment terms: {{SCHEDULE}}
6. WHY ME
- {{RELEVANT_EXPERIENCE}}
- {{PAST_RESULT_WITH_METRIC}}
- {{UNIQUE_VALUE_PROPOSITION}}
7. NEXT STEPS
If you would like to proceed, I can start as early as {{DATE}}.
Please reply or schedule a call to discuss: {{CALENDAR_LINK}}
This proposal is valid for {{14}} days.SCOPE CREEP PREVENTION:
BEFORE THE PROJECT:
[ ] Define deliverables in writing with extreme specificity
[ ] List what is OUT of scope explicitly
[ ] Set the number of revision rounds
[ ] Define the change request process in the contract
[ ] Get sign-off on scope before starting
DURING THE PROJECT:
When a client asks for something outside scope:
RESPONSE TEMPLATE:
"That is a great idea. That would be outside the current project
scope, but I would be happy to do it. I can send over a change
order for that additional work. It would be approximately
${{ESTIMATE}} and {{TIME}} additional time. Want me to put
that together?"
CHANGE ORDER TEMPLATE:
CHANGE ORDER #{{NUMBER}}
Project: {{PROJECT_NAME}}
Date: {{DATE}}
Requested change: {{DESCRIPTION}}
Impact on deliverables: {{NEW_DELIVERABLE_OR_MODIFIED_DELIVERABLE}}
Impact on timeline: +{{DAYS/WEEKS}}
Impact on cost: +${{AMOUNT}}
New total project cost: ${{UPDATED_TOTAL}}
New completion date: {{UPDATED_DATE}}
Approved by:
Client: _________________ Date: _________
Freelancer: _____________ Date: _________
SCOPE CREEP RED FLAGS:
- "While you are at it, could you also..."
- "This should be quick..."
- "I thought this was included..."
- "Can we just add one more thing?"
- Changing requirements after approvalFREELANCE TAX CHECKLIST:
BUSINESS STRUCTURE:
[ ] Choose entity type (sole proprietor, LLC, S-Corp)
[ ] Get an EIN from the IRS (free at irs.gov)
[ ] Open a separate business bank account
[ ] Keep business and personal finances separate
QUARTERLY ESTIMATED TAXES:
Due dates: April 15, June 15, September 15, January 15
[ ] Set aside 25-30% of every payment for taxes
[ ] Use IRS Form 1040-ES to calculate estimated payments
[ ] Pay online at irs.gov/payments or by mail
[ ] Also pay state estimated taxes (if applicable)
ESTIMATED TAX CALCULATION:
Estimated annual net income: ${{AMOUNT}}
x Self-employment tax rate (15.3%): ${{AMOUNT}}
x Income tax rate (federal bracket): ${{AMOUNT}}
x State income tax rate: ${{AMOUNT}}
= TOTAL ESTIMATED TAX: ${{AMOUNT}}
/ 4 quarters = ${{QUARTERLY_PAYMENT}}
COMMON DEDUCTIONS:
[ ] Home office (dedicated space or simplified method: $5/sq ft up to 300 sq ft)
[ ] Health insurance premiums (self-employed deduction)
[ ] Business equipment (computer, monitor, desk, camera, etc.)
[ ] Software and subscriptions (Adobe, Figma, project management tools)
[ ] Professional development (courses, books, conferences)
[ ] Internet and phone (business use percentage)
[ ] Travel for business (mileage, flights, hotels)
[ ] Marketing and advertising
[ ] Professional services (accountant, lawyer)
[ ] Business insurance
[ ] Retirement contributions (SEP-IRA, Solo 401k)
[ ] Meals with clients (50% deductible)
[ ] Coworking space membership
RECORD KEEPING:
[ ] Save ALL receipts (digital is fine)
[ ] Use accounting software (QuickBooks Self-Employed, Wave, FreshBooks)
[ ] Track mileage with an app (MileIQ, Everlance)
[ ] Categorize expenses monthly (do not wait until April)
[ ] Collect W-9s from subcontractors
[ ] Issue 1099s to subcontractors paid $600+ by January 31
TAX FORMS YOU WILL FILE:
- Schedule C (Profit or Loss from Business)
- Schedule SE (Self-Employment Tax)
- Form 1040-ES (Quarterly Estimated Tax Payments)
- 1099-NEC (for subcontractors you pay $600+)
- State tax returns as applicablePROJECT KICKOFF EMAIL:
Subject: Kicking off {{PROJECT_NAME}} -- Next Steps
Hi {{CLIENT_NAME}},
Excited to get started on {{PROJECT_NAME}}. Here is what
happens next:
1. COMPLETED: Contract signed and deposit received
2. NEXT: Please send {{MATERIALS_NEEDED}} by {{DATE}}
3. TIMELINE: I will deliver {{FIRST_DELIVERABLE}} by {{DATE}}
4. COMMUNICATION: I will send weekly status updates every {{DAY}}
Questions or concerns? Just reply to this email or schedule a
call: {{CALENDAR_LINK}}.
Looking forward to working together.
Best,
{{YOUR_NAME}}WEEKLY STATUS UPDATE:
Subject: {{PROJECT_NAME}} -- Weekly Update {{DATE}}
Hi {{CLIENT_NAME}},
Here is your weekly update:
COMPLETED THIS WEEK:
- {{TASK_1}}
- {{TASK_2}}
IN PROGRESS:
- {{TASK_3}} (expected completion: {{DATE}})
- {{TASK_4}} (expected completion: {{DATE}})
UPCOMING:
- {{TASK_5}}
- {{TASK_6}}
BLOCKERS (if any):
- {{BLOCKER}} -- Need: {{WHAT_YOU_NEED_FROM_CLIENT}}
TIMELINE STATUS: ON TRACK / MINOR DELAY / AT RISK
BUDGET STATUS: ON BUDGET / {{%}} USED
Let me know if you have any questions.
Best,
{{YOUR_NAME}}LATE PAYMENT FOLLOW-UP SEQUENCE:
DAY 1 (Due date): Automatic invoice reminder (most tools do this)
DAY 7:
Subject: Invoice #{{NUMBER}} -- Friendly Reminder
"Hi {{NAME}}, I wanted to follow up on Invoice #{{NUMBER}} for
${{AMOUNT}}, which was due on {{DATE}}. Could you let me know the
expected payment date? Happy to resend the invoice if needed."
DAY 14:
Subject: Invoice #{{NUMBER}} -- Second Notice
"Hi {{NAME}}, this is a follow-up regarding Invoice #{{NUMBER}}
for ${{AMOUNT}}, now 14 days past due. Per our agreement, a late
fee of {{%}} will apply. Please arrange payment at your earliest
convenience."
DAY 30:
Subject: Invoice #{{NUMBER}} -- Overdue Notice
"Hi {{NAME}}, Invoice #{{NUMBER}} for ${{AMOUNT}} is now 30 days
overdue. I need to pause any current work until this balance is
resolved. Please arrange payment within 7 days. If there is an
issue I am not aware of, I am happy to discuss."
BEYOND 30 DAYS:
- Consider a formal demand letter
- Consult the Small Claims Guide skill
- Consider a collections agency for large amountsMONTHLY BUSINESS REVIEW:
FINANCIAL:
[ ] Revenue this month: ${{AMOUNT}} (target: ${{TARGET}})
[ ] Invoices sent: {{COUNT}} totaling ${{AMOUNT}}
[ ] Invoices collected: {{COUNT}} totaling ${{AMOUNT}}
[ ] Outstanding invoices: {{COUNT}} totaling ${{AMOUNT}}
[ ] Expenses: ${{AMOUNT}}
[ ] Profit: ${{AMOUNT}}
[ ] Tax set-aside: ${{AMOUNT}} (running total: ${{AMOUNT}})
PIPELINE:
[ ] Active projects: {{COUNT}}
[ ] Proposals pending: {{COUNT}}
[ ] Leads in pipeline: {{COUNT}}
[ ] Revenue booked for next month: ${{AMOUNT}}
[ ] Revenue booked for month after: ${{AMOUNT}}
OPERATIONS:
[ ] All contracts signed for active projects: YES / NO
[ ] All deposits collected: YES / NO
[ ] Time tracked for all projects: YES / NO
[ ] Weekly updates sent to all clients: YES / NO
GROWTH:
[ ] New client leads this month: {{COUNT}}
[ ] Referrals received: {{COUNT}}
[ ] Portfolio updated: YES / NO
[ ] LinkedIn/content posted: {{COUNT}} timesThis skill provides freelance business management guidance. Consider consulting with an accountant for tax strategy and a business attorney for contract review as your business grows.
FREELANCER TOOLKIT OUTPUT
=========================
Section 1: Assessment / Analysis
- Key findings
- Recommendations
Section 2: Action Plan
- Step-by-step guidance
- Timeline if applicable
Section 3: Resources
- Relevant references
- Next stepsInput: "Help me get started with freelancer toolkit"
Output: A structured freelancer toolkit plan tailored to the user's specific situation, following the process outlined above.
Incomplete information: Ask clarifying questions before proceeding. Do not assume details the user has not provided.
Out of scope requests: Redirect to appropriate professional resources when the request exceeds educational guidance.
Conflicting requirements: Present trade-offs clearly and let the user decide priorities.
SKILL.md
552 lines · 2,635 words
The text of SKILL.md is shown as it downloads, under the Apache-2.0 license, by Ferrox Labs. The license is the one in the file's own frontmatter.
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