Project Workflow
PopularAccepting projects, delivering work, and getting paid with payment protection
On This Page
The Complete Project Lifecycle
Understanding the end-to-end project workflow helps you navigate each stage smoothly and ensures you get paid on time.
Project Status Timeline
Client sent you a proposal. Review details and accept/decline within 7 days.
You accepted! Client completes payment, funds are secured with payment protection.
Payment secured with payment protection. Start working and communicate with client.
You uploaded deliverables. Client has 5 days to review and approve.
Client reviewing your work. Auto-approves after 5 days if no action.
Client approved! Payment released to your Stripe account.
To accept proposal
Auto-approval window
Payout processing time
Accepting Project Proposals
When a client hires you, you'll receive a proposal email. Here's how to review and respond.
You Receive Proposal Email
Subject: "New Project Proposal from [Client Name]"
Review Proposal Page
Click the email link to view full project details
Make Your Decision
If you don't respond within 7 days, the proposal automatically expires and the client receives a refund. No penalty to your profile, but it may affect your response time metric.
Starting Work
Once you accept and the client pays, the project status becomes ACTIVE and you can begin work.
Your Project Dashboard
Access your active project from Dashboard → Projects. Each project card shows:
Title, description, client name, status badge
Secured amount, currency, payment method
Deadline, days remaining, progress indicator
Message client, upload files, request extension
Communicating with Client
Built-in messaging system for project-specific communication. All messages are logged and visible to both parties.
You'll receive email alerts for: client messages, revision requests, deadline reminders, approval notifications.
PRO members can schedule HD video calls directly within PayHeld for project discussions and demos.
Best Practices for Active Projects
Delivering Your Work
When your work is complete, use the project page to upload deliverables and submit for client review.
Delivery Process
Click "Upload Deliverables" on project page. Drag & drop files or browse. Supports all file types, max 100MB per file.
Explain what you're delivering, highlight key features, provide usage instructions. This helps client understand your work.
For web/app projects, upload a screen recording showing how it works. Reduces questions and speeds up approval.
Status changes to DELIVERED → PENDING_REVIEW. Client receives email notification and has 5 days to review.
File Upload Guidelines
Delivery Best Practices
Client Review & Approval
After you deliver, the client has 5 days to review your work and either approve it or request revisions.
5-Day Auto-Approval Window
This is PayHeld's protection for freelancers. If the client doesn't review within 5 days, the project automatically approves and payment is released.
What Clients Can Do During Review
What Happens After Approval
Funds automatically transferred to your Stripe Connect account
You receive "Payment Processed" email with payout details
Client can leave review; you can respond and rate client
Getting Paid with Payment Protection
PayHeld uses payment protection to ensure you get paid for completed work. Here's how payment release works.
Payment Protection Timeline
Client pays via Stripe → Funds held securely by PayHeld → You see "Payment Secured" status
Funds remain secured → Protected from chargebacks → Client cannot withdraw → You're guaranteed payment if you deliver
Payment released → Stripe processes transfer to your Connect account → Email notification sent → 2-5 business days to bank
Payout Methods & Timeline
Your Payment Is Protected
Revisions & Changes
If the client requests changes during the review period, here's how to handle revisions professionally.
Revision Request Flow
Client clicks "Request Revisions" and provides detailed feedback on what needs to change. You receive email + in-app notification.
Read revision request carefully. If anything is unclear, message client for clarification before starting changes.
Complete requested revisions. Document what you changed in your delivery message for transparency.
Upload revised files → Status back to PENDING_REVIEW → New 5-day approval window starts
Handling Revisions Professionally
By default, projects include unlimited revisions unless otherwise specified in the project description. However, revisions must be: (1) within the original scope of work, (2) reasonable and specific, (3) not completely different work. If a client requests out-of-scope changes, you can decline and suggest a new project.
Milestones for Large Projects
For complex or long-term projects, you can break work into milestones with payment released after each stage.
What Are Milestones?
Milestones split a project into phases, each with specific deliverables and payment amounts. Benefits:
How Milestone-Based Projects Work
Milestone Delivery Process
Best Practices for Success
Communication
Time Management
Quality Control
Professionalism
Frequently Asked Questions
Ready to Start Your First Project?
Now that you understand the workflow, check your dashboard for pending proposals or browse clients looking for freelancers.