advice about alternate versions

[fralea comms]

Hi, I wanted some advice about a situation I found myself in. This time it isn't a big deal, but I was wondering what people thought in case it happens again in the future. I don't think I've seen a post about any similar situation before, but sorry if I'm wrong.

I've been working on a long term project with multiple alternate versions. Part way through the project, my client asked if I could add more versions, which I agreed to for a fee. At first, I didn't charge them for one of the versions since it was just a combination of two of the other versions (so I wouldn't have to do any actual drawing for that version).

I didn't start on these extra versions for awhile, so I actually forgot I didn't charge them for that one.

Fastforward a bit, and I send off the roughs of the alternate versions for approval to start them. The client asks for some changes which weren't charged for as they fall under the first couple changes being free that I lay out in my TOS.

However. At the time, it didn't occur to me that one of the changes would mean I would have to paint something on that version that I had originally not charged for. I should have asked for the payment for that one right then, but I ended up completing that version before I realized what happened.

To be clear, I have received full payment for both the original project and the addition of the extra versions. The project isn't over yet, and I haven't sent anything but small watermarked files, but would I be right in thinking I can't ask for compensation now and should just eat the cost? It isn't a lot of money, but it could maybe happen again and so I'd like to know people's thoughts.

Sorry if I described it in confusingly vague terms, I don't want to seem like I'm pointing a finger at the commissioner because they are an excellent customer.

Comments

[celestinaketzia.livejournal.com]

I've been in a situation similar to this.

If the alternate version's cost for changes wasn't in this set's quote then I wouldn't tack it on. When it happened to me I ate the cost, and the next time the client wanted something like this I informed them of the cost increase.

My client was good about it, and probably would have been fine if I asked for it in the beginning as well. But it always helps to stick to your word when it comes to quotes for items like this.

[fralea comms (from livejournal.com)]

Thanks for the reply. That's kinda what I figured but I wasn't sure if it mattered that what we ended up doing wasn't exactly what the original quote (or the second quote in this case) was for.

[roxyfur.livejournal.com]

I agree with Celestina! It would have been appropriate to ask for it when they requested the changes in the first place, but after the fact might be a little off-putting. I personally would eat the cost on this one, especially since it isn't too much, and take it as a learning experience.

Take notes of each commission piece. I find trello to be useful for this! I keep track of correspondence, what I've been paid, and what those payments entail. If a client wants to add something, I'll add a note like "Added nude version, charged +$20", etc etc. That way I can look back on it and easily see whether I charged for something or not!

[fralea comms (from livejournal.com)]

I do write down the total of each commission in a spreadsheet, but I didn't think about putting the price breakdowns too. Good idea.

[roxyfur.livejournal.com]

I think I had something similar happen to me, that's why I started doing it haha ;3; Plus sometimes I make offers, or discounts for something I really want to draw and I'm very likely to forget what I quoted them and why haha.