♾️ The Budget Houdini
✅ Summary
A client who initially approved a mid-tier package for copywriting services, only to claim halfway through that their “budget was smaller than they realized.”
📜 Full Story
As a veteran copywriter with fifteen years of experience, Olivia Blackwood thought she'd encountered every type of client scenario imaginable. That was until she met Thomas Kensington, CEO of a promising wellness startup, XYZ Health Dynamics.
What Happened:
The initial consultation went smoothly. Thomas enthusiastically selected Olivia's mid-tier package at $4,500, which included website copy for eight pages, four blog posts, and comprehensive email marketing sequences. He signed the contract, though in retrospect, Olivia noticed he seemed to skim rather than read the terms carefully.
Three weeks into the six-week project, after Olivia had already completed the website's homepage, about page, and two detailed service pages (roughly 60% of the contracted work), Thomas sent an email that made her stomach drop.
"Hi Olivia, I need to discuss the project scope. After reviewing our Q2 financials, I realize our budget is significantly smaller than initially projected. Would it be possible to adjust the package to $2,000? We still need all the deliverables, of course. I'm sure we can figure something out!"
Despite Olivia's detailed explanation that the work already completed exceeded the value of his proposed reduced budget, Thomas insisted that "other copywriters would do it for less" and suggested she could "reuse some content" to make it work. He even implied that completing the project at the reduced rate would lead to referrals and future opportunities.
This is a fictitious case study developed for educational purposes only. Any resemblance to actual people or organizations is purely coincidental.
🛠️ How to Fix This
How to Prevent Budget Bait-and-Switch:
For freelancers and agencies facing similar situations, here are concrete steps to protect your business:
1. Implement Robust Contract Protocols
- Require a non-refundable 50% deposit before work begins
- Include clear milestone payments tied to deliverables
- Add a "no renegotiation" clause once work has commenced
- Specify that all changes to scope require written approval from both parties
2. Create Clear Service Tiers
- Essential Package ($2,500): Basic website copy (4 pages) and 2 blog posts
- Professional Package ($4,500): Extended website copy (8 pages), 4 blog posts, email sequences
- Enterprise Package ($7,500): Comprehensive website copy (12 pages), 8 blog posts, email sequences, social media content
3. Establish a Formal Budget Verification Process
- Require written budget confirmation from client's financial department
- Include a budget verification form in the onboarding process
- Document all budget-related discussions in writing
- Request proof of budget allocation for projects exceeding certain thresholds
4. Develop a Comprehensive Onboarding Questionnaire
- Who are the key decision-makers?
- What is the approved budget range?
- Has the budget been formally allocated?
- What are the payment terms and processes?
Olivia's experience led her to completely restructure her client onboarding process. For clients expressing budget concerns during initial consultations, she now provides a detailed scope-change addendum that outlines specific implications of mid-project adjustments.
The silver lining? This experience helped Olivia refine her business practices. She now requires all potential clients to complete a detailed questionnaire about their budget allocation and decision-making process before any contracts are signed.
As for Thomas and Prism Health Dynamics? They eventually hired a junior copywriter who charged $500 for the entire website. Six months later, Olivia noticed they had reverted to their original website copy - the version she had written - and hired a different agency to complete their marketing materials at full price.
Key Takeaways:
- Clear contracts with non-negotiable deposits protect both parties
- Transparent pricing tiers help manage expectations from the start
- Budget verification should be a formal part of the onboarding process
- Scope change policies must be explicitly outlined before work begins
- Document everything - especially budget-related discussions