TL;DR A closed client is half the work. The other half is protecting the project against scope creep, delays and non-payment. 22 items split into 4 phases: before you start (contract and expectations), kickoff (alignment), during (milestones and revisions) and final delivery. Print it, stick it on the wall.

The client signed the contract. You celebrate for 5 minutes and then panic, because now the hard part begins. This checklist was born from 300+ projects. Each item solves a problem I have lived through firsthand.

Before you start (8 items)

  1. Digitally signed contract, with detailed scope, deadlines per deliverable and a clause for included revisions.
  2. Down payment received. No down payment, no project start. No exceptions.
  3. Payment schedule recorded in the system, with an automatic reminder.
  4. Property documents received: title deed, architectural floor plan, prior permit if there is one.
  5. Signed briefing, not just discussed. A PDF document both sides confirm.
  6. List of included revisions defined (e.g. up to 2 revisions per stage). Anything beyond that is billed by the hour.
  7. A single communication channel. WhatsApp for quick things, email for deliverables. Not 5 channels at once.
  8. Define a single point of contact on the client side. A couple? Decide who speaks. Partners? Only one replies.

Kickoff (5 items)

  1. A 60-90 min kickoff meeting. Present the schedule, the team and the revision process.
  2. Visual schedule delivered. Show each stage, deadline and dependency. The client sees the path.
  3. Agree on a communication rhythm. "Every Friday at 6pm you get an update." Predictability reduces anxiety.
  4. Introduce who everyone on the team is. The client knows who to call for what.
  5. Confirm visual references and the desired style. If possible, a shared board.

During the project (5 items)

  1. Automatic weekly update, even if the week saw little progress. Silence breeds anxiety.
  2. Every deliverable gets formal written approval. "I approve the schematic design" in the email. Locks down scope creep.
  3. An out-of-scope change request means a written additional quote before you execute it.
  4. A payment installment unlocks the next stage. Payment late? Pause the project politely.
  5. Decision logs. "Client chose finish X on DD/MM", recorded somewhere. You will need it 4 months from now.
Project management in Limify

Schedule, installments and approvals in one place

In Limify every project has a schedule, milestones and linked installments. Digital approval of each stage is recorded with a date and a hash. Automatic weekly updates for the client.

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Final delivery (4 items)

  1. Final package delivered in an organized format. A folder with drawings, the project report, specifications and lists. Not "I'll send it later over WhatsApp".
  2. Delivery meeting. 45 min explaining the package. A non-technical client does not interpret a project alone.
  3. Signed handover statement. The client confirms receipt and satisfaction. It closes the project formally.
  4. Final installment paid before the definitive final delivery. The package goes out with a watermark until paid. It works.

Bonus: 30 days later, call the client. Ask how the build is going. 70% of the referrals I get come from that call. It costs 10 min and generates a new contract.

Next read: How to scale from solo principal to a 4-person studio, when to hire and what to delegate first.