Working with U.S. clients offers freelancers from around the world a chance to earn higher income, secure long-term contracts, and gain international experience. But many freelancers lose opportunities or struggle to keep clients because of common avoidable mistakes.

Miscommunication, unclear scope, tax issues, payment delays, low pricing, and weak presentations create problems that hurt both freelancers and businesses.

The good news is you can avoid these mistakes with the right approach. By setting clear agreements, communicating well, staying compliant, and handling payments correctly, you make yourself a reliable partner for U.S. companies. 

This guide covers the top mistakes freelancers make when working with U.S. clients, and provides practical ways on how you can avoid them.

1. Failing to define project scope and agreements

Many freelancers start without a detailed written agreement. Without clarity, clients might expect weekly check‐ins, unlimited revisions, or instant availability, while you may not have agreed to these.

Why U.S. businesses insist on clear contracts

• They reduce risk and misunderstanding.
• They help ensure deliverables are met as expected.
• They protect both sides if disagreements arise or changes happen.
  
  

What to include in your agreement

• Exact deliverables and scope (what’s in, what’s not included)
  
• Milestones, deadlines, and revision points
• Payment terms: amount, method, schedule (e.g. 50% upfront, rest upon completion)
• Revision policy: how many rounds, what constitutes “extra work”
• IP & licensing: who owns the work, rights to reuse, any confidentiality clauses
• Communication expectations: your working hours, response times
  
  

Best practices

• Use contract templates but always customize them.
• Confirm expectations in writing before work begins.
• Add buffer time or clauses for unexpected scope changes.
  
  

2. Communication gaps & time zone misalignment

Lack of regular updates or unclear response timings can frustrate U.S. clients. Time zone differences make this worse if clients assume you’ll respond immediately.

How to get communication right

• Define your working hours and response windows (e.g. “I check messages between X and Y your time zone”)
• Agree on main communication tools upfront (email for formal, Slack or similar for instant feedback, PM tools for task tracking)
• Share project plan or status updates at agreed intervals (weekly, on milestones)
• When scheduling meetings, always specify time zone (e.g. “10 AM EST / 7 PM your time”) and use tools like Google Calendar or World Time Buddy
  
  

Useful tools

• Project management systems like Asana, Trello, or Jira to maintain visibility
  
• Shared documents (Google Docs, Notion) for live feedback and revisions
• Video or screen recording tools (Loom, Zoom) to explain complex points when needed
  
  

3. Overlooking tax, legal, and compliance issues

Many freelancers assume U.S. tax or compliance rules don’t apply to them. But U.S. clients often require certain tax documents, and missing them can lead to withheld payments or other delays.

Key documents and rules

• W‑8BEN: Non‑U.S. persons complete this to certify non‑U.S. status and possibly reduce or avoid U.S. withholding.
• 1099‑NEC: If the client treats you as a contractor, they may issue this. Understand whether they need this from you.
• Know whether your country has a tax treaty with the U.S., which can affect rates of withholding.
  
  

Risks if ignored

• U.S. clients may withhold up to ~30% if no proper forms are submitted
• Payment delays or frozen funds
• Some clients may refuse to engage if compliance is risky or unclear
  
  

Tips to stay compliant

• Before starting work, ask the client what forms they need
• Keep copies of all submitted documents and confirmations
• Consult with a tax professional if unsure, especially for high‑value contracts
• Stay updated: U.S. tax law or reporting requirements can change
  
  

4. Using inefficient or costly payment methods

Getting paid late or losing part of your income to hidden fees is very common. Freelancers often accept payments via methods that are slow, expensive, or unfavorable in exchange rates.

Common pitfalls

• SWIFT/wire transfers with both sending and receiving fees, slow processing
• Platforms with high transaction fees
• Poor exchange rates when converting money locally
  
  

Better options and strategies

• Where possible, use U.S.‑based receiving accounts (if available) to enable cheaper banking/ACH transfers
• Negotiate payment in U.S. dollars so you avoid currency conversion losses
• Agree on upfront payments or deposits to protect your time investment
• Use payment platforms with transparent fees and fast settlement
  
  

Useful platform

With Higlobe, freelancers get a free U.S. receiving account. Clients pay by ACH or wire as if you had a U.S. bank account. You then withdraw funds instantly to your local bank at no cost. This avoids SWIFT fees and delays while keeping your earnings secure.

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5. Underpricing your services

Many freelancers, especially early on, undervalue themselves. Low rates might land projects, but they can undermine your credibility and limit growth.

Why pricing matters

• In many U.S. markets, price is part of how quality is judged. Too low, and clients may assume lower professionalism or fewer skills.
• It’s harder to raise rates later if you’ve established low pricing for your brand.
  
  

How to set competitive rates

• Research real market rates for your niche (Upwork, Fiverr, or specialized industry forums)
• Consider your experience, skills, overhead (software, tools, taxes)
• Charge differently for one‑off projects versus retainers or long‑term work (discounted but reasonable for the value)
• Don’t forget to account for revisions, meetings, and unforeseen tweaks
  
  

6. Weak professional branding & presentation

Even if your work is excellent, clients may judge you first by your profile, portfolio, or how clearly you communicate.

What to publish

• Your LinkedIn profile: clear photo, up‑to‑date experience, testimonials/endorsements
• Portfolio: showcase best work; include case studies or before‑after examples if applicable
• Proposals and emails: clean, formal format; grammar and spelling matter; clarity over flowery language
• Website or profile pages: easy navigation, relevant examples, clear service descriptions
  
  

7. Taking on too much, missing deadlines

Overcommitting is a frequent source of client dissatisfaction. Late delivery damages reputation and reduces chances of repeat clients or referrals.

How to manage workload

• Use task prioritization methods (e.g., Eisenhower Matrix) to decide which tasks are urgent and important.
  
  
• Break large projects into milestones with intermediate deadlines
• Always build in buffer times for revisions or unexpected issues
• Use a project calendar with time blocks for uninterrupted work
  
  

Tools that help

• Notion, Trello, Asana for project management
• Time‑tracking tools if billing hourly
• Shared timelines or dashboards where clients can see progress
  
  

8. Neglecting long‑term client relationships

Focusing only on one‑off projects may bring income now, but long‑term clients bring stability, referrals, and smoother workflows.

Benefits of repeat clients

• Less time spent pitching or onboarding
• Better understanding of client needs, which reduces friction
• More likelihood of getting higher rates over time
  
  

How to nurture relationships

• Provide excellent follow‑up after delivering work: ask for feedback, offer small adjustments, show you care about their satisfaction
• Stay in touch: occasional check‑ins, send updates about new services, share helpful resources
• Request referrals or testimonials when clients are happy
• Offer value beyond basic delivery (suggest improvements, offer maintenance, etc.)

Conclusion

Freelancing with U.S. clients gives you access to higher pay and better opportunities, but only if you avoid the mistakes that many professionals make:

• Define scope clearly
• Communicate proactively and accurately
• Handle tax and compliance requirements early
• Use Higlobe and other efficient payment systems
• Price your services fairly
• Maintain strong branding and presentation
• Don’t over commit, manage your workload carefully
• Build client relationships for long‑term success

With the right approach, freelancing with U.S. companies is not only possible but profitable. If you want a secure way to get paid without fees or delays, sign up for Higlobe today. You’ll receive instant, fee-free payments straight to your local bank.