Unprepared meetings waste billable time
Turning up without a prepared agenda or the right documents signals disorganisation and reduces the perceived value of your work.
No access = cancelled billable session
Missing credentials, login details, or client system access can make a paid engagement impossible to complete.
Undocumented scope = disputes later
If scope isn't confirmed in writing before you start, clients will remember the agreement differently when the invoice arrives.
Why professional engagements go wrong before the meeting starts
For consultants, coaches, VAs, and bookkeepers, unprepared meetings cost more than just time — they cost credibility. Turning up without a prepared agenda, missing credentials, or no documentation of agreed scope signals to clients that their engagement isn't being managed professionally. This checklist covers every pre-engagement step: confirm the meeting purpose and agenda, secure access and credentials, review all relevant documentation, confirm pricing and scope, collect any deposit due, and send a professional pre-session confirmation message. The two AI prompts help you identify anything you've missed before attending, or rapidly generate a concise pre-meeting agenda ready to share with the client.
What You Get
5-Section Pre-Engagement Checklist
Confirm the meeting purpose and agenda, secure all required access and credentials, review documentation from previous sessions, confirm pricing and scope in writing, collect any deposit required, and send the pre-session message.
Pre-Session Message Template
A professional copy-paste pre-session confirmation message including the meeting agenda, access details, and any materials the client should prepare beforehand.
Two AI Prompts + 7 FAQs
Prompt A - checks for any preparation gaps before the meeting.
Prompt B - generates a professional pre-meeting agenda. The 7 FAQs cover WFH deductions, professional memberships, MFA for client systems, deposits, scope creep prevention, and AI-assisted compliance checking.
preview
A preview of what's inside
Here are the first three items from Section 1 of your free checklist:
Confirm the purpose and expected outcomes of this meeting or engagement with the client in writing.
Prepare a written agenda and share it with the client at least 24 hours before the session.
Research any background material relevant to the client's business, situation, or industry before attending.
+ 4 more sections, pre-session message template, 2 AI prompts, and 7 FAQs — all inside the free download.
Who It’s For
Built for knowledge-based sole traders providing professional services across Australia.
Consultants
Business coaches
Virtual assistants
Bookkeepers
Finance brokers
Project managers
ATO & Compliance Note
Important
For home-based professional service providers, the ATO's fixed rate for working from home is currently 70 cents per hour for 2025–26. Professional memberships, subscriptions, and continuing education directly relevant to your work are also deductible. Record all deductible expenses in Sole throughout the year — don't wait until tax time.
Download your free checklist
Enter your details and we'll send the Pre-Engagement Checklist for Professional Service Providers straight to your inbox.
Frequently asked questions
Common questions
What is the ATO's work from home fixed rate for 2025-26?
For the 2025–26 financial year, the ATO’s revised fixed rate for working from home is 70 cents per hour. This covers electricity, internet, phone, and stationery used for work. You don’t need to have a dedicated home office to claim this rate, but you must keep records of the hours worked from home. Sole’s expense tracker makes this straightforward to log.
How do I handle deposits for professional service engagements?
Set up your deposit requirement in your engagement letter or terms of service before any work begins. A standard range for Australian professional service providers is 20–50% upfront. In Sole, you can issue a deposit invoice separately from the final invoice, making the staged payment process clear and traceable for both parties.
How do I prevent scope creep from the very start of an engagement?
Document the agreed scope in writing (in your engagement letter or statement of work) before the first session. Include explicit boundaries: what is included, what is not included, what triggers a re-quote. Share this with the client before starting and reference it if scope creep begins to emerge. Sole’s invoice and notes features give you a written record of everything agreed.