You don’t need better clients

The problem always starts with just a simple “yes.”

- Yes to a small revision that seems harmless.

- Yes to a quick call that ends up going way off track.

- Yes to "just one more thing," which somehow turns into a bunch of extra tasks.

Before you know it, you’re no longer running your software business smoothly; instead, you’re caught up in a mess of vague requests and endless back-and-forth.

This is especially common with new development agencies.

The founders are really good at what they do, but they often miss the essential systems and structures that help their businesses thrive.

There usually isn’t a clear stopping point where they can say no.

The Main Issue

Take a look at their contracts:

They often end up being vague and can be interpreted in so many ways, which just leads to confusion and disagreements.

And their offers?

They’re frequently open-ended. This lack of clarity can lead to misunderstandings about what the project actually involves.

As for their projects:

They tend to run late, get bloated with unnecessary features, and often come in at too low a price for the workload involved.

The main reason behind these issues is pretty simple:

These founders say "yes" way too often.

- Yes to clients with unrealistic budgets.

- Yes to unlimited revisions without any boundaries.

- Yes to timelines that don’t make sense and create extra pressure.

Unfortunately, many agencies don’t have any real boundaries set.

Because of this, projects can drag on forever; clients sometimes take control of the process without even realizing it.

While the agency might look busy, they can struggle financially.

The Way To Change Things Around

The answer is in laying down some solid rules, setting limits, and having clear contracts.

When you have these structures in place, your work gets more respect, and clients start to appreciate the process you've established.

Plus, you can stop the financial strain from dealing with overwhelming workloads and unclear expectations.

If you don’t set the rules, don’t be shocked when the client decides what those will be

And their choices could end up costing you way more time and effort than you expected.

But if you want to run your business with more peace of mind, it’s necessary to draw clear lines in your contracts. Here are some of my favorite tips on how to do that:

1) Limit Your Revisions

Clearly outline how many revisions are included in your contracts.

For example, say something like, "Two rounds of revisions are part of the contract fee. Any extras will be charged at $X/hour or per change."

Also, clarify what counts as a revision to avoid misunderstandings later.

2) Prevent Extra Work

Define what’s included in the project and what’s not.

Consider saying, "Any work beyond what we agreed on will require a new quote and an updated timeline."

3) Set Communication Boundaries

Define your working hours and expected response times right from the start.

It’s also a good idea to limit how many "urgent" calls or meetings you’re willing to take each week so you’re not constantly interrupted.

4) Payment Milestones & Delays

Tie payments to specific milestones related to deliverables instead of just calendar dates.

Also, include clauses for late fees on overdue payments and have a policy to pause work if payments are delayed beyond a certain period.

5) Timeline Management

Clarify what happens if the client delays giving feedback or approvals.

You could say, "The project timeline will extend by the number of days feedback is delayed," which helps protect your schedule and encourages clients to respond more promptly.

The goal here is to draw a strong line and clearly write down the terms.

Make your “yes” a powerful commitment instead of an open invitation that could lead to a mess.