Charging for an extra round without souring the client
Most studios fold in extra rounds and resent it later. Set the number early, say it out loud when you go past it, and give some away on purpose.
Rob Nichols2 min read
Every studio knows the moment. The project is going fine, the client asks for one more round of changes, then another, and somewhere along the way you are working for free and nobody has said so.
Set the number at the start
In our proposals we usually set about two rounds per stage. The number matters less than the fact that it is written down, agreed, and visible to both sides from day one.
That is most of the work. When a client knows exactly which stage they are on, what was agreed and what is expected, going past it is a conversation about facts rather than feelings.
Folding them in is fine
There will always be back and forth, and more requests than the rounds you planned. Quite often you will be happy to fold them in as a kind gesture, and you should never stop yourself doing that.
What matters is that the client knows when they have stepped outside the agreement. A round given for free that the client never noticed is not goodwill. It is just unpaid work.
What to say on the call
Keep it positive. Something like:
Absolutely, we are happy to do that. Just so you know, that will be one extra round. We will send over an amended proposal with the fee for it, and then we can push ahead.
That is it. No apology, no lecture. You are saying yes, and telling them what yes costs.
Make the paperwork easy
The reason studios do not charge for extra rounds is usually friction, not nerve. Drafting a new quote feels like more work than the round itself.
In Millstone each stage carries its rounds, so you can see when a project has gone past what was agreed. A signed proposal can then raise a change order: a new document that names the proposal it amends, prices just the extra round, and shows the original total, the change and the new total. The client signs it, the fee goes onto the project, and you crack on.
When to let one slide
Nine times out of ten, if it is a good client, you will get a sense of when to let one go for free, and you should. Do it as goodwill.
The important thing is that the client is aware you have gone above and beyond, rather than taking it for granted. It makes them respect you more, and it sets better expectations for everything that comes after.