How I manage web design clients: proposals, contracts & getting paid

When You're Running a Web Design Studio, Getting Paid Shouldn't Be the Hardest Part

In this video, I’m walking you through exactly how I handle proposals, invoicing, and payments for web design projects using simple, automated tools. These workflows help keep things smooth for both me and my clients.

I’m Sean Pritzkau, and for nearly 10 years I’ve run a creative business focused on marketing strategy, web design, and consulting. I help clients grow and streamline how they work.

Thanks to Stripe for sponsoring this video.

Common Questions from Designers

I talk to a lot of new freelancers and designers about the business side of running a web design studio. Most of the questions are about invoicing, contracts, proposals, and what to do when client work slows down.

After 10 years of running a consulting business and studio, I’ve learned—mostly through trial and error—what works and what doesn’t. Today, I’m giving you a high-level overview of how I manage the process from initial client interest to a signed contract and paid invoice.

Managing Client Interest

Let’s assume someone wants to work with you. That means your marketing or outreach worked, and someone has expressed interest.

The first thing you need to do is write it down. If you don’t track it, it’s easy for a promising lead to slip through the cracks—and you might miss the chance to work with them simply because they didn’t hear back in time.

I use Airtable as my CRM. It’s where I log client interest and track the process from there. I even have a video on my channel showing how I built this system from scratch if you want to check it out.

But this isn’t about Airtable—it’s about having a clear place to manage leads.

Once someone’s added to my system, I book an intro call. On that call, I want to understand why they reached out, what kind of situation they’re in, and whether they’re ready to invest in the kind of solution I offer.

If the fit is right and we’re aligned, we move forward.

Creating and Presenting Proposals

At this stage, you’ll need to create a proposal. And more importantly, you need to present it—not just send it.

That’s one of the most important things I’ve learned. Presenting a proposal in real time (on a call or in person) helps you frame the conversation and communicate the value clearly.

I use Figma Slides to create custom proposals. My template includes:

• A title slide for the client
• A few pages outlining their challenges and goals
• Multiple project options with pricing
• A “Why Work With Me” slide
• Testimonials and endorsements
• A final recap or next steps

I always offer multiple options. That way, clients don’t feel the need to shop around—they just choose which level of engagement works best for them.

After the presentation, I’ll send the proposal so they can review it. If they’re ready to move forward, we move on to the next step.

Drafting and Sending Contracts

Once a client agrees to move forward, it’s time to send a contract.

I generate contracts using Airtable, but behind the scenes, I’m using the eSignatures.io API. This tool is simple and affordable—charging per contract instead of a monthly fee.

I’ve refined my contract template over the years using input from peers, online resources, and lessons learned from real-world projects. Every time I send a contract, I usually tweak a small detail I wish I’d changed earlier.

Quick disclaimer: I’m not offering legal advice—but you do need to have a clear, written agreement in place before you start a project.

eSignatures.io makes this easy, and their API allows you to create, send, and track contracts programmatically. Once it’s signed, I update my Airtable system so everything stays in sync.

Handling Payments with Stripe

Once the contract is signed, I move on to collecting payment.

I’ve been using Stripe since I started my business nearly a decade ago. It’s trusted by some of the world’s largest companies—and I love that I can use that same infrastructure in my small studio.

For client work, I use Stripe Invoicing. It creates both digital and print-friendly invoices that look clean and professional. And it makes it easy for clients to pay online.

Personally, I require 100% payment upfront—or at least a 50% deposit—before I begin a project. This gives both parties skin in the game and sets the project in motion.

While I automate my invoices through Airtable, you can also log into Stripe and send invoices manually. Stripe’s dashboard lets you track whether your client has paid and even notifies you when payment is completed.

I’ve also set up my Airtable system to update automatically when an invoice is paid.

Once payment is received, I send a kickoff email and we’re officially underway.

Recap

So here’s my process in a nutshell:

1. Log client interest
2. Schedule and hold an intro call
3. Create and present a custom proposal
4. Generate and send a contract
5. Send a Stripe invoice
6. Confirm payment
7. Kick off the project

Join Me Live: July 1 at 7PM ET

If this process is helpful, you’ll want to join my upcoming free livestream on July 1st at 7PM Eastern in partnership with Stripe.

I’ll be joined by my friend and fellow designer Michael Gray. We’ll walk through how web designers can:

• Accept payments using Stripe
• Integrate payment flows into client sites
• Build systems that make your business more profitable

If you build websites, apps, or digital products, this is a session you won’t want to miss.

Register here

Thanks again for watching. I’ll see you in the next video.

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