How do you respond when a prospective client says that you would need to be onsite?

Hi @AskACFO, great question. I'm wondering if they have given a reason why you need to be onsite? I work remote and there are indeed times when it is helpful for me to connect in person with my colleagues and partners. But then again, I get a ton done virtually. Perhaps diving into why they are requesting it would help? 

This question comes up often and the dialogue I have with the prospect is aimed at their decision process.  We charge 1/2 rate for travel time which discourages most prospects from insisting we provide onsite support right off the bat.  The other things I have them consider are staff availability, distractions, having all the right resources at hand, and what they hope to accomplish by watching the work be done.  Once they have weighed these factors, I abide by their decision as to whether it is worth the added cost and compromised efficiency; if they want us onsite badly enough and are within  reasonable distance, we limit the times to avoid traffic and we go.

I'm not a bookkeeper or accountant, so my answer may not have any validity to your question. However, I believe it's never a bad thing to get some face time with a client, especially in the beginning to build trust. I create photographs and video and always try to spend quality time with my clients face-to-face.

I  have no problem meeting face-to-face if it is not during the busy season and the drive to the potential client is less than 30 mins. away.   I do not work at anyone's work site anymore, just from my office. Meeting my local clients either bi-annually or annually to go over their needs/wants is part of the service I provide.   I don't know of a better way than to understand what is going on in their business and life but by chatting with them.    Some do not want to meet but the availability is there for the asking.  

Out of the 3 choices provided, this is closest to what I do:

- Open a conversation to influence the prospective client to agree to virtual services.

I also charge $25 more per hour for work at client site and I bill hourly rate for travel time. 

I can easily work 100% remote and do 99%, so work on client site would always be a client request and is no problem if that is what they really want to do, subject to my availability and requirements as detailed in my consulting agreement, which I share in draft form fo them to review prior to actually hiring me to help.

Most of my clients are out of state and majority opposite coast, so cost is a big factor for them to consider.

On my side, time is more the concern, since when I am at a client site I generally cannot assist other clients.

@AskACFO When you are asked by a client to do anything, especially if it changes the scope of your agreement, or how you planned to do their work for them you need to weight the benefit. For me if I felt like I could do it, then I would, but if it hurt my ability to serice my other clients I would choose not to. 

Ultimately, you are running a business, and that makes you the boss, if a client wants you to do something that isn't in the best interests of your business. Then don't do business with them.