Not sure what to do with clients backing out of "commissions"

[rebeccaannoying.livejournal.com]

Edit: I derped up with wording, so editing to clarify |D

So I have posted here before with advice about specific clients, but this is the fourth time someone has backed out on me after agreeing to (and starting!) a project. I should mention that my commission process is highly unusual; at the moment, I only charge for materials and offer labor for free. I have a couple reasons for this: first, since I am still learning I don't feel that I can offer accurate time quotes. I do give a time range that the project will be complete (usually a few weeks, although it depends on the project), but I don't feel comfortable setting hard deadlines. This is not to say I won't consistently work on the project, but I don't want to make a promise I may not be able to keep. Hence I compensate my clients for this risk by discounting labor.  Second, these commissions are great learning experiences in terms of timing myself and figuring out how to give accurate quotes for both materials and time. I also favor clients who attend conventions more than I do because hey, free advertising! Finally, the money they save on labor is more money we can put towards high quality materials, and I much prefer to work that way. Sometimes I will have the client purchase tools as a small compensation for labor, but it's not always necessary. They get a commission at a steep discount in exchange for giving me the opportunity to experiment and build my portfolio.

So far I have worked exclusively with friends. I'm hesitant to open these to the great wide internet because frankly, I'm putting out a ton of effort for these projects and I want to work with people I trust. I thought working for friends would be less risky, but apparently not. Most recently, I had someone back out of a full body cosplay because he spontaneously decided to move across the country and no longer has the money to spend. This is fine except I've already put in 13.5 hours into research and pattern drafting.

I'm not sure if what I'm asking for is even possible, but I'm wondering if there is a way to offer these sort of commissions outside my group of friends without getting burned. For starters I'm thinking of requesting all material funds up front instead of letting people do payment plans, and I’m also considering a cancelation fee. I don’t know how to figure out a cancellation fee, but maybe that will make people take it more seriously. To be honest I’m kind of confused that this is happening; every time someone takes one of my bigger projects to a convention I get notes asking about commissions, so I assume my quality of work is at least OK? I just wanna build cool cosplays, and I want to do it so badly that I’ll give away my time.

Comments

[everainsley]

" I only charge for materials and offer labor for free. I have a couple reasons for this: first, I work full time and am financially comfortable, so I don't need the extra money right now. Fully paid commissions obligate me to work for the client and get things done in a timely manner, and I'd rather have flexibility in how I choose to spend my free time."

Okay. No. I have seen this to much.

Wether you are charging for labor or not is on you. If the client is buying materials, that is their payment. If you don't charge labor, and if you don't charge them upfront for the materials, then that is also on you.

When you take a paid commission, wether it be materials or materials and labor, or as a trade, you are obligated to get it done within a reasonable time for the commissioner. If you consider yourself professional or it as a job or not is irrelevant, because you have made it a job, which you should be doing professionally, by taking payment. The fact they might be friends is irrelevant.

If you can't afford them to flake on you, then get payment upfront, or at the least, make them buy the materials. Over-estimate what will be needed, and anything extra goes to the client with their completed commission.

If you want the clients to be accountable and you do not want to charge labor, then make them buy materials. Otherwise, realize you are on the hook for all unpaid work.

[fralea comms (from livejournal.com)]

Well, while you may feel for-material-costs work doesn't obligate you to be fully professional, the reverse is true for the client. They aren't really out anything if they decide to drop the project. Do you make your clients sign contracts or read over a TOS before you start? I'm guessing no since you said they were friends, but this would be my first suggestion.

"I know he'll pay me back for what has been spent" --> So you are saying that you buy the materials before getting any money from your client? You may want to consider having a... either deposit or down payment, the nonrefundable one (I don't want to say the wrong word) to cover the cost of materials. If you decide to charge extra for labor after that or not, or add an extra kill fee on top, would be up to you. Of course, if you took forever on the project, the deposit (?) would be void since you would be breaking the agreement in that case. Being slow is fine as long as you are upfront about it and the client is aware you are making progress, though. But if you take years and the client wants a refund, they should get a full refund imo. Its unclear from your post if that is the case in this current situation or not.

As for what to do about your current dropped project, I had two ideas if you are interested in hearing them.

1. If the costume is not too size-dependent, finish it and offer it for sale as a pre-made item.

2. If the costume requires specific sizing, offer up a commission slot where someone pays you to finish making the costume for them. You already have the materials and patterns ready to go, they just send you their measurements. You'd want to get some sort of TOS made up before you do this, making sure to point out how much if any customization you are willing to do for the new client.

Those ideas may not work for you, but if they do they would let you be atleast somewhat compensated for the work you already put in.

[leahtaur.livejournal.com]

I get where you're coming from but it's like you want it both ways, and it doesn't work that way. You want the low expectations of a friend who didn't have to pay much (or anything???) up front, and who is willing to wait indefinitely, but you don't like that they cancel on you out of nowhere in return. But there's no reason for them not to do so since they lose nothing and didn't have to sign a contract or agree to a ToS.

Higher prices bring clientele who treat the process seriously. They also bring higher expectations of your business practices. If that doesn't work for you I think selling premade partials or full suits is the best workaround for your limited free time.

You also say that you don't need the money - but like I said, charging little to nothing attracts people who will burn you. A better solution would be to charge prices comparable to others' and either donate the money to charity or put all of it back into improving your tools, materials and workspace.

[mewsicklemels.livejournal.com]

Agreeing with what others have already kind of said in which even if you're not specifically asking for payment for labor itself, payment for materials is still payment. Therefore you aren't working for free, you're really just kind of stiffing yourself.

The thing I kind of want to add here is that... with a long term commission (and I have no idea how long it takes you to complete these, so these are just numbers I'm pulling out of thin air here) you run the risk of people falling out of interest of the thing they're commissioning you for, as well as their life changing dramatically.

From what I've seen (and I'm not a part of the fursuit community personally, so I could be wrong) I typically see people waiting anywhere between 3-6 months comfortably, and then getting a little uncomfortable around 6-12 months, and more often than not getting anxious and losing their spark for the commission anything 12+ months.

A year ago from now for me, I had different friends, I was into different things / fandoms, had different goals, and my living situation even included a few less bills. Other people may also face similar or more drastic life changes. So I think that's something to take into consideration when you're worried about people wanting to cancel on you.

(TLDR; There is a possibility with the longer you take on a commission, the less interest the commissioner has in purchasing it. If you're charging any fee, even if not for labor, you should be taking the commission professionally, and that includes in a reasonable time frame IMO. If you'd not like to have a time constraint, I suggest making parts that aren't measurement specific and selling those after you finish, that way the interest in each piece is fresh and you're less likely to get dropped by the commissioner.)

[dinogrrl.livejournal.com]

Yeeaaah what the others have said. If the customer isn't paying anything upfront and isn't even signing any sort of contract (from what I'm understanding), then yes, they will flake on you before flaking on their other financial obligations if their situation changes. They will flake if they lose interest in the project or decide they want something else from someone else or whatever. It's no skin off their nose, after all.

If you want more reliable commissioners for projects of this sort, then yes, you will need to institute some sort of upfront payment so that they will have a reason to not flake. Have them buy the materials and ship them to you. Have them pay you directly for the materials. Have them pay part of an estimated total. Have a certain percentage of the estimated total be nonrefundable except in cases of you, the artist, cancelling. Whatever you want. But as it is right now, you've just set yourself up to be on the losing end with no recourse whenever something goes wrong.

[takesu.livejournal.com]

You'll need to charge a non-refundable deposit on top of the cost of materials. This prevents from people dropping out if you are working on projects that take long to do. If they ask for a refund, you'll have to ship them the materials instead, since that's where the money went. Like everyone else said, the materials IS the payment. But, you can keep the deposit as the cancellation fee. If you want to do the labor free for "exposure" and give them payment plans that's cool too, but you have to charge a non-refundable fee upfront. It'll save you time and money.

[takesu.livejournal.com]

I see many charge a 30-50%. But I think any percentage or amount is up to you. Whatever is comfortable! It can be just enough to cover shipping costs and your time so you yourself don't lose money from a fallout.

[growly.livejournal.com]

Clients will take your time more seriously if you take it seriously too and charge for the labor. I don't think you can have it both ways.

[mortymaxwell.livejournal.com]

My opinion:

1. If you want to work on things at your own pace and have fun, I would suggest doing premade costumes and putting those up for auction.

2. I see two problems with your current business model. One, by not having a more consistent work process, it leaves the client wondering when they'll need to correspond/supply measurements/have materials [or payments] ready. Two, saying paid work obligates you to get things done in a timely manner makes it sound like you don't see commissions as a professional business transaction. This is a dangerous way of thinking. Even though it is not a 40 hour a week job, a commission is still a job and should be treated as one.

3. I remember previous posts you made, such as the failed Lucario commission, http://artists-beware.dreamwidth.org/1647193.html. I'd echo what everyone has said and do contracts and deposits and use them, even dealing with friends.

[jedinewt.livejournal.com]

Personally, I think it's kind of a cool idea for a beginner to set commissions and stuff and if it's just a passionate hobby for you.

so I guess creating a strict T.O.S, personally I think costumers will be less likely to flake on you because with friends they usually will take advantage of the fact they are your friends.

I'd suggest just, making a strong T.O.S, not doing payment plans and requiring the materials to be there before you start on anything, if they back out, they forfeit any materials they bought and you can keep it in your stock.