What to Do When a Client Says Your Invoice is "Too Expensive"

You send the invoice. The client responds: "This seems higher than expected."Your heart sinks. What now?

This is one of the most stressful situations a freelancer faces. You've done the work in good faith, and now it feels like the client is trying to renegotiate after the fact.

Take a breath. This is more common than you think, and it's usually resolvable.

Why This Happens

Step 1: Stay Calm and Professional

Your immediate reaction matters. Don't:

• Get defensive
• Apologise for your prices
• Immediately offer a discount

Instead, respond with something like: "Thanks for getting back to me. I'd be happy to walk you through the invoice. When's a good time for a quick call?"

Step 2: Present the Evidence

Before that call, gather your evidence:

• Original quote or proposal (with the agreed price)
• Any emails where they approved scope changes
• Time tracking or work logs
• The contract (you did get them to sign one, right?)

Step 3: Have the Conversation

On the call:

1. Listen first — Let them explain their concern fully
2. Acknowledge their perspective — "I understand that this is more than you expected"
3. Present the facts — Walk through what was agreed and what was delivered
4. Ask what they expected — Sometimes the gap is small and easily resolved

Step 4: Decide How to Proceed

There are three paths:

Option A: Stand Your Ground

If you have documentation showing the agreed price and scope, you can politely hold firm:

"I understand this is challenging, but this is the price we agreed on, and I've delivered everything in our scope. I'm confident the work meets the brief. How can we resolve this?"

Option B: Offer a Payment Plan

If they genuinely can't afford to pay now, consider splitting it:

• 50% now, 50% in 30 days
• Three monthly instalments

Important: Get this in writing and consider charging interest on delayed portions.

Option C: Negotiate (Carefully)

If you do decide to negotiate, never reduce price without reducing scope:

• "I can reduce to X if we remove Y deliverable"
• "I can offer a 10% discount for immediate payment today"

Prevention: How to Avoid This in Future