Newsletter - March 2025

Also in this edition:

• We chat with the founders of Ripple Festival, a new kind of business event for sole traders and freelancers

• For VAs: Help shape the future of the industry with this survey. And don't forget your tickets to the hottest virtual industry conference of 2025 (We'll be there too!)

• More resources to help run and grow your business

💬 My client is refusing to pay after I've already done the work – what do I do?

We spoke with Lauren Thiel, Accountant for Sole Traders and Creatives, about dealing with non-paying clients:

An invoice + deposit received = a legally binding contract. But ultimately, it's about whether you're willing to go through the admin, time, and money cost of pursuing the payment.

(Note: The following is general – talk to your accountant or a legal professional for advice that's specific to your situation.)

Prevention is your best defence 🛡️

• Create a bulletproof contract: Include specific payment terms, late fees (e.g. 10% after 7 days), and clear deliverable descriptions.

• Ask for 50% upfront: Non-negotiable for new clients and projects over $1,000.

• Set milestone payments: Break larger projects into 3-4 payment phases tied to specific deliverables.

• Incentivise early payment: E.g. 5% discount for payments received 7+ days before the due date.

• Use Rounded's automated reminders: Set up 3-day and 1-day pre-payment reminders, plus follow-ups at 1, 3, and 7 days past due.

Persistence can pay off 💪

• Call, don't just email: Script in advance to stay professional.

• Offer payment plans: Sometimes clients want to pay but have cash flow issues. Breaking the invoice into 3-4 smaller payments might help both parties.

• Send a formal letter: After 30 days, send a letter of demand. You can use this template.

• Pause future work: Gently communicate you can’t take on projects until invoices are settled.

If they still won't pay? 👀

"Every business will have a customer who doesn't pay," Lauren notes. "We can sometimes write this off as a 'bad debt' expense. Speak to your accountant about this!"

For larger sums, consider consulting a lawyer or debt collection agency.

Other resources that may help:

• Dispute Support tool from the Australian Small Business and Family Enterprise Ombudsman

• When should you go to court?

How do you get clients to pay what (and when) they should?

We're creating a resource to help sole traders navigate these tough discussions, and would love to feature your experiences! Share with us here.

⭐️ How Ripple is redefining business events for sole traders

Ripple Festival isn’t your typical business event. It’s a space where sole traders and creatives can connect, learn, and grow—without corporate jargon or hard-sell tactics.

We spoke with co-founders Mia Fileman (marketing strategist and mentor) and Fi Johnston (chartered accountant and business strategist) to find out more.

How did Ripple begin?

It started with a conversation between two sole traders fed up with the same recycled conference line-ups.

We saw a gap for something more grounded, an experience designed for business owners like us who wanted to build something sustainable. And not just revenue-wise – but real impact, creative fulfilment, and financial stability.

How will this help sole traders?

We're often overlooked when it comes to serious business education. Resources tend to be either too corporate or too basic.

That’s why we designed Ripple specifically for businesses of one – the experienced freelancer, self-employed creative, tradie, or independent consultant who wants practical strategies tailored to their way of working.

What can attendees expect?

Sessions that tackle real challenges, including:

• Practical money panel with Fi

• Practical marketing panel with Mia

• Content creation with Jarrah Brailey

• Speed dating with Sheree Rubinstein

• LinkedIn and AI with Dante St James

Alongside performances from musicians, comedians, and other artists. More names to be announced!

Ultimately, we want Ripple to help independent business owners feel seen, supported, and equipped to navigate business on their terms.

📣 The Must-Attend Event for VAs, OBMs & Virtual Industry Professionals

Being a Virtual Assistant isn’t just about great work—it’s about running a business. From managing invoices to pricing your services, the right tools and knowledge make all the difference.

That’s why we're proud to sponsor the VA Summit 2025 in Melbourne this May.

This must-attend event offers practical workshops and expert-led sessions to help you refine your pricing, improve your financial systems, attract high-value clients, and build a business that truly works for you.

If you're serious about taking your VA career to the next level, and want to immerse yourself in a community of like-minded professionals, this is where you need to be.

Find out more and register here 👇

📣 Help shape the future of the Australian VA industry

Without real data, VAs remain invisible to decision-makers in government and private enterprise. This survey from our friends at the VA Institute aims to change that.

By participating, you will:

Put Australian VAs on the map with government and business leaders

Demonstrate the industry’s economic impact and push for greater recognition

Highlight the challenges and opportunities facing Virtual Assistants today

It only takes a few minutes to complete—but the impact will be lasting. This is your opportunity to drive real change 👇

🧠 More helpful resources

From us:

• Our Sole Trader Tax Guide, updated for the 2024-2025 financial year.

• Should you register for GST? [Updated for 2025]

• See how Rounded works in our weekly masterclasses

From around the web:

• The Content Byte: Freelance contracts (and why you can’t operate without them)

• Money Secrets: Breaking down big money goals

• Broken trust, founder lies and corporate scandals: Business lessons from Apple Cider Vinegar

• How founder-generated content can help your small business sell anything

• How to deal with the business ghoster – and avoid being one yourself

Photo by rupixen on Unsplash