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Online Project Agreements
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-Ask pros to upload an online Project Agreement
-Tips for creating a Project Plan and Milestones
-Tips for creating an NDA
Ask pros to upload an online Project Agreement
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We strongly recommend that you ask the Freelancer to complete and upload a Project Agreement.  This allows both parties to identify (in detail) and agree upon their expectations for the project.  Taking the time to outline a project's scope, deadlines, timeline, and payment terms greatly reduces the potential for disputes.

Employers using SafePay Escrow must approve the Project Agreement, uploaded by the Freelancer, before beginning work and escrowing funds.  If a dispute occurs over unreleased escrowed funds and the case goes to Arbitration, a Guru.com Arbitrator will examine the Project Agreement uploaded with the project.

The online Project Agreement area allows you to:
  1. Ask your Freelancer to upload comprehensive Project Plan file(s) that define your project's details, scope, and payment terms.  Create your Project Plan offline with your Freelancer and ask him or her to upload it to the Project Agreement area once it's complete.  Click here for tips on creating a Project Plan with your Freelancer.

  2. Ask your Freelancer to list short Project Milestones.  This area allows the Freelancer to enter delivery (due) dates and payment amounts, and it helps both you and the Freelancer to follow a project timeline.  Click here for tips on creating Project Milestones with your Freelancer.

  3. Ask your Freelancer to upload Change Orders to the originally created Project Plan and/or Project Milestones.  Click here for tips on creating Change Orders.

Learn more about Project Agreements using the links below.
How to view a Project Agreement
How to ask a Freelancer to upload a Project Agreement (Project Plan and Milestones)
How to approve or decline the Project Agreement
Uploading changes to a Project Agreement with the "Change Order" feature
Tips for creating a Project Plan
Tips for creating Project Milestones


How to view a Project Agreement
The Project Agreement can only be accessed for projects already awarded to a Freelancer.
  1. Sign in to your Employer account.
  2. On the My Admin page, click the "Project Manager" link.
  3. Click the project title you wish to view.
  4. Under the "Selected Pro(s)" tab, click the Review Project Agreement link.
  5. If you do not see the above link, click the "View/Post message" (Private DB) link to ask the Freelancer you selected to draft the Project Agreement.
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How to ask a Freelancer to upload a Project Agreement (Project Plan and Milestones)
If you would like your Freelancer to draft and upload a Project Agreement (Project Plans and Milestones) for your approval, send the Freelancer a message through the Private Discussion Board asking him/her to do so.

In addition, if you have an already drafted document for a Freelancer to sign, you can send the document to the Freelancer through the Private DB, and ask him/her to upload the document to the Project Agreement area.

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How to approve or decline the Project Agreement
  1. Make sure you are on the Project Manager page.
  2. On the Project Manager page, click the Review Project Agreement link to locate the Project Agreement area.
    (Find this link under the "Selected Pro(s)" tab.)
  3. Scroll to the bottom of the page, and click the "Approve" button to accept the Agreement or the "Decline" button to decline the Agreement.  The Freelancer will receive an online alert notifying him/her that you approved/declined the Agreement.
  4. If you decline the Agreement, send the Freelancer a message via the Private Discussion Board and describe the parts of the Agreement with which you do not agree.  The Freelancer can make edits to the Agreement and resubmit it to you.
  5. If you approve the Agreement, send the Freelancer a message via the Private Discussion Board to work out any further Agreements before beginning project work.
  6. Once you approve the Agreement, the Freelancer can no longer modify the uploaded Project Plans and Milestones.  Freelancers must upload a Change Order if modifications are required for the original Project Agreement.
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Uploading changes to a Project Agreement with the "Change Order" feature
The Project Agreement cannot be modified once you approve the information.  Freelancers must submit a Change Order to define any modifications in the project's scope, milestones, payment terms, etc.

If you would like your Freelancer to draft and submit a Change Order, send the Freelancer a message through the Private Discussion Board asking him/her to do so.

To approve or decline a submitted Change Order:
  1. Make sure you are on the Project Manager page.
  2. On the Project Manager page, click the Review Change Order link to locate the Project Agreement area.
    (Find this link under the "Selected Pro(s)" tab.)
  3. Scroll to the bottom of the page, and click the "Approve" button to accept the Change Order or the "Decline" button to decline the Change Order.  The Freelancer will receive an online alert notifying him/her that you approved/declined the Change Order.
  4. If you decline the Change Order, send the Freelancer a message via the Private Discussion Board and describe the parts of the Change Order with which you do not agree.  The Freelancer can make edits to the Change Order and resubmit it to you.
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Tips for creating a Project Plan and Milestones
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Tips for creating a Project Plan
Tips for creating Project Milestones


Tips for creating a Project Plan
Ask your Freelancer to upload comprehensive Project Plan file(s) that define your project's details, scope, and payment terms.  Create your Project Plan offline with your Freelancer and ask him or her to upload it to the Project Agreement area once it's complete.

A Project Plan may include a maximum of five files (.doc, .docx, .pdf, .txt, .xls, .xlsx).  File sizes may not exceed 3 MB each.

Learn how to ask a Freelancer to upload a Project Plan.

The basic elements of a Project Plan include the:
Project scope
Deliverable dates
Payment terms
Ownership of final product
Contract termination
Dispute resolution
Payment of expenses

View links to template Project Plans


  • Project scope
    The project scope details the project deliverables, as well as the deadlines.  In this section, include a detailed description of the services to be performed by the Freelancer.  For example, if the pro is writing an article, detail the subject matter of the article, how many pages or words are needed, and in what format the article should be completed.  In addition, include the desired start and end date, as well as dates for draft or project reviews.

    Be careful, however, not to explain how the work is to be performed, only what is to be completed.  The ability to tell a person how to complete an assignment is one of the gauges used by government agencies to determine if the person is an employee or an independent contractor.

    If the project scope changes a great deal, we recommend that you ask the Freelancer to draft a Change Order for your approval.

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  • Deliverable dates
    Touched upon in the project scope are the deliverable dates for when you expect to see drafts and the finished product.

    In addition to the due dates, address the issue of acceptance or rejection of such work and how revisions will be made.  If a draft is accepted, notification can be sent to the Freelancer advising them to proceed to the next step.  If the finished product is accepted, an Invoice or Escrow Request may be submitted.  However, if the draft or finished product is unacceptable, describe the procedure for making revisions and the schedule these revisions should follow.  For example, revisions should be resubmitted within three business days.

    To save time, it is best to place a cap on the number of revisions.  Two or three revisions on the same item should give you an idea if the work can be completed in the manner requested.  Should the work prove unacceptable, indicate that rejection of a deliverable after the third revision will result in project termination.

    If the project scope changes a great deal, we recommend that you ask the Freelancer to draft a Change Order for your approval.

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  • Payment terms
    The payment terms should define (1) How the Freelancer will be paid, (2) How much the Freelancer will be paid, and (3) The schedule for payment.


    1. Define how the Freelancer will be paid.

    You have two transaction options - SafePay Escrow or SafePay Invoicing.
    SafePay Escrow provides more protection than Invoicing.
SafePay Escrow Escrow
With SafePay Escrow, your satisfaction is completely guaranteed.
Our Escrow service includes all of the benefits of SafePay Invoicing, plus allows you to transact with Freelancers risk-free.
If you are working with a new Freelancer, use Escrow.
SafePay Invoicing
SafePay Invoicing safeguards your sensitive payment information and facilitates international transactions.
However, we cannot recover your payment when you use SafePay Invoicing.
Only use Invoicing if you are working with a Freelancer you already know and trust.



    2. Define the agreed-upon payment amount. For example, 10 hours at $10 per hour, or a total of $100.


    3. Define the schedule for payment.

      If you are using SafePay Escrow:
      Detail when the Freelancer will submit an Escrow Request, when you will place funds into the Escrow Account, and when you will release the funds from the Escrow Account.
      Read about Escrow deposit and release options.

      If you are paying Invoices through SafePay Invoicing (not Escrowing funds):
      Detail the payment schedule, including when the Freelancer will generate the Invoice(s) and when the Invoice(s) will be paid by you.
      Read about paying multiple Invoices for one project.

    Lastly, include a provision if additional work is required due to change in project scope and the associated payment terms.  If the project scope changes a great deal, we recommend that you ask the Freelancer to draft a Change Order for your approval.

    View an example payment schedule.

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  • Ownership of final product
    One of the biggest concerns Employers have is the issue of ownership with regards to the work completed.  Many Employers do not realize that without designating, in the description and in the Project Plan, the project as a work "made-for-hire" (if it so qualifies under the 1976 Copyright Act), or asking the Freelancer to sign a written transfer of copyright ownership, all rights relative to the project work belong to the Freelancer.

    To retain ownership of the project work, specify in the description and in the Project Plan that the project is a work "made-for-hire" (if it so qualifies under the 1976 Copyright Act), or include a clause in the contract transferring all rights relative to the project from the creator (Freelancer) to the requestor (Employer).

    Learn more about copyright ownership.

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  • Non-disclosure or confidentiality Agreement [NDA]
    If you believe the Freelancer will be exposed to any proprietary or confidential information during the project, it may be in your best interest to have the Freelancer sign a confidentiality or non-disclosure clause or agreement.  This clause or agreement will protect your company and trade secrets by prohibiting the release of such proprietary or confidential data during and after the project.

    Below are some links to template non-disclosure agreements.
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  • Contract termination
    A termination clause is the "hope for the best, but plan for the worst" section of your Project Plan.  Although your relationship will likely flourish and result in a wonderful project, it is in your best interest to develop a plan if things turn sour.

    Address how the termination of the project will occur, by written notice or e-mail, and include what reasons will lead to termination of the project.  Reasons for termination include failure to meet deliverable dates, lack of communication, and poor workmanship.

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  • Dispute resolution
    If you and the Freelancer use our SafePay Escrow service, per the Terms of Service, you also agree to use Guru.com's Mediation and Arbitration services.  If a dispute occurs over Escrowed funds, a Guru.com Mediator will try to mediate the dispute.  If the mediation process is unsuccessful, a Guru.com Arbitrator will arbitrate the case.  The Arbitrator places the burden of proof on the Freelancer when arbitrating cases.

    If you and the Freelancer do not use our SafePay Escrow service, you will need to include a section in your Project Plan detailing how you plan to resolve issues in a quick and easy fashion.  The plan may involve direct communication to attempt to resolve the problem, a mediation and dispute resolution service, or legal counsel.

    Learn more about preventing and settling disputes.

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  • Payment of expenses
    As the Employer, if you plan to cover or reimburse for any out-of-pocket expenses, define what is and isn't covered in this section.  Out-of-pocket expenses may include materials, travel, and telephone charges.

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Links to template Project Plans
For your convenience, below are links to template Project Plans. MENU

Tips for creating Project Milestones
Before beginning work on a project, Employers and Freelancers must define the critical Milestones of the project.  Each Milestone should have a delivery (due) date and an expected payment amount.

Guru.com recommends that the Milestones, including invoicing/Escrow and payment/fund release dates, be listed in the Payment Terms section of the Project Plan.  Below are sample Escrow payment and Invoice milestone schedules.

Sample Invoice payment schedule:

Milestone Description Milestone
Delivered		 Invoice Created
 Invoice Paid Amount Due
Seven versions of possible logo designs 8-01-2004 8-01-2004 8-03-2004 $700.00
Three versions of the favorite, final logo 8-08-2004 8-08-2004 8-10-2004 $300.00
Final revisions of the selected logo design 8-15-2004 8-15-2004 8-17-2004 $100.00
* Final Project Delivery 8-17-2004 8-17-2004 8-19-2004 $400.00


Sample Escrow payment schedule:

Milestone Description Funds
Escrowed		 Milestone
Delivered		 Funds
Released		 Amount
Escrow Request for full project amount 8-01-2004     $1,500.00
(Escrowed)
Seven versions of possible logo designs   8-03-2004 8-05-2004 $700.00
(released)
Three versions of the favorite, final logo   8-08-2004 8-10-2004 $300.00
(released)
Final revisions of the selected logo design   8-15-2004 8-17-2004 $100.00
(released)
* Final Project Delivery   8-17-2004 8-19-2004 $400.00
(released)