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Ask for a check the day they want it scheduled. You are holding time for there work, and that means that you are not out selling those hours. Second, did they get a check for deposit? I will never put anything on the schedule until the customer shows me the money. If the designer does not have the pull to get the deposit, then I say go over her head. You have to be professional and in some cases maybe a little lenient, but you are also a businessman and if you give in now, they will not forget it and the deposits will come later and later and later.... I would get your policy down on paper, as well as have a written agreement between both parties on how the process will work. Are they going to pay you when the job is complete, or when they get paid?
I think the most important item in this situation is to get everything down in writing for both parties and hold each other accountable. No one has the right to direct your policy and if they do not comply with the agreement, then you should be able to charge additional fees. JMO
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Matt
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