Hiring Freelancers

Overview

Finding the right freelancer for your project is one of the most important decisions you will make on Opengates. The platform gives you a range of tools to evaluate candidates, compare proposals, and make confident hiring decisions. This guide walks you through the entire process — from reviewing your first application to creating a contract with your chosen freelancer.

Whether you posted a task and received applications, or you found a freelancer through the service marketplace, the steps for evaluating and hiring remain similar. Take your time, do your research, and use the tips in this guide to make the best choice for your project.

Reviewing Applications

When freelancers apply to your task, their applications appear in your task dashboard. Each application includes several key pieces of information that help you evaluate the candidate:

What You See in Each Application

• Cover letter / proposal: The freelancer's explanation of how they would approach your project, what they bring to the table, and why they are a good fit.
• Proposed price: The amount the freelancer is willing to do the work for. This may differ from your posted budget — some freelancers may propose a higher or lower amount based on their assessment of the work.
• Estimated timeline: How long the freelancer expects the project to take.
• Freelancer profile summary: A quick overview including the freelancer's name, profile photo, rating, number of completed contracts, and top skills.

What to Look for in a Good Proposal

A strong proposal demonstrates that the freelancer has read and understood your task. Here are signs of a quality application:

• Specific references to your task: The freelancer mentions details from your description, showing they have actually read it rather than sending a generic response.
• A clear plan of action: The proposal outlines steps the freelancer will take, deliverables they will produce, and a realistic timeline.
• Relevant experience: The freelancer highlights past projects or skills that directly relate to your needs.
• Thoughtful questions: Good freelancers often ask clarifying questions to make sure they fully understand the project before starting.
• Professional communication: The proposal is well-written, polite, and professional.

Red Flags to Watch For

• Generic, copy-paste proposals: Applications that could apply to any task and do not reference your specific requirements.
• Unrealistically low prices: If a proposal is significantly cheaper than others, the freelancer may be underestimating the work or may not deliver quality results.
• No portfolio or reviews: While everyone starts somewhere, a freelancer with no track record may be a higher-risk choice for critical projects.
• Poor communication: Spelling errors, vague responses, or an unwillingness to answer questions can indicate potential issues during the project.

Evaluating Freelancer Profiles

Before making a hiring decision, take the time to thoroughly review each candidate's profile. Opengates freelancer profiles contain valuable information that helps you assess whether someone is the right fit.

Profile Components

• Bio and overview: The freelancer's self-description, including their background, expertise, and what they specialize in.
• Skills and expertise: A list of the freelancer's skills, which you can cross-reference with the skills required for your task.
• Portfolio: Examples of the freelancer's previous work. Review the portfolio to assess the quality and style of their work. Look for projects similar to yours.
• Ratings and reviews: Feedback from previous clients. Pay attention to both the overall rating and the written reviews. Look for patterns — consistent praise or recurring complaints tell you a lot about what to expect.
• Completed contracts: The number of projects the freelancer has successfully completed on the platform. More completed contracts generally indicate more experience and reliability.
• Response time: How quickly the freelancer typically responds to messages. Fast response times often correlate with professionalism and engagement.

How to Compare Candidates

When you have multiple strong applications, create a simple comparison to help you decide:

1. Relevance: Which freelancers have the most relevant experience for your specific project?
2. Quality of proposal: Which proposals show the deepest understanding of your needs?
3. Price vs. value: Consider not just the price, but the value each freelancer offers. A slightly higher price from an experienced freelancer may save you time and revisions.
4. Ratings and reviews: Prioritize freelancers with consistently positive reviews, especially from clients with similar projects.
5. Portfolio fit: Whose past work most closely matches the style and quality you are looking for?

Communicating with Candidates

Before making a final decision, you may want to communicate directly with one or more candidates. Opengates provides a built-in messaging system powered by Azure Communication Services that allows you to chat with freelancers in real time.

What to Discuss Before Hiring

• Clarify the scope: Make sure both you and the freelancer agree on exactly what will be delivered.
• Discuss the timeline: Confirm that the proposed timeline works for both parties. Ask about the freelancer's current workload and availability.
• Ask about their process: How will they approach the work? What tools will they use? How often will they provide updates?
• Discuss revisions: How many rounds of revisions are included? What is considered a revision versus a scope change?
• Confirm the price: Make sure the final price is agreed upon before creating the contract.

Sending an Interview Invitation

For larger or more complex projects, you may want to conduct a more formal interview. You can send an interview invitation through the Opengates messaging system. During the interview, you can:

• Ask the freelancer to walk you through a relevant past project.
• Discuss specific technical requirements in depth.
• Assess the freelancer's communication style and professionalism.
• Share reference materials or examples and get the freelancer's initial thoughts.

An interview does not have to be long or formal — even a 15-minute conversation can give you valuable insight into whether a freelancer is the right fit.

Making an Offer

Once you have identified the freelancer you want to hire, it is time to make an offer. The offer process on Opengates involves the following steps:

Step 1: Select the Freelancer

From your task dashboard, choose the freelancer you want to hire. Click on their application to view the full details.

Step 2: Confirm the Terms

Review the proposed price, timeline, and scope of work. If you discussed any changes during your conversations, make sure the offer reflects those updated terms.

Step 3: Send the Offer

Click the "Hire" or "Make Offer" button to send your offer to the freelancer. The freelancer will receive a notification and can accept or decline the offer.

Step 4: Wait for Acceptance

The freelancer will review your offer and respond. If they accept, you can proceed to create the contract. If they have concerns or want to negotiate, you can continue the discussion through messaging.

Creating a Contract

After the freelancer accepts your offer, the next step is to create a contract. The contract formalizes the agreement between you and the freelancer, including the scope of work, payment terms, and timeline.

Fixed-Price Contracts

For fixed-price projects, you will define milestones — specific phases of work, each with its own deliverables, budget, and deadline. For example, a website project might have these milestones:

1. Milestone 1 — Design mockups: $200, due in 5 days
2. Milestone 2 — Frontend development: $400, due in 10 days
3. Milestone 3 — Backend integration: $300, due in 7 days
4. Milestone 4 — Testing and launch: $100, due in 3 days

You fund each milestone individually through escrow. The freelancer is paid for each milestone when you approve the deliverables.

Hourly Contracts

For hourly projects, you set an hourly rate and optionally define a maximum number of hours per week or total. The freelancer logs time entries as they work, and you review and approve these entries on a regular basis.

Funding Escrow

Regardless of the contract type, you will need to fund the escrow to start the project. Payments are processed securely through Paystack. All prices are displayed in USD. The escrow holds your funds safely until you approve the work.

Remember that a processing fee is applied to your payment:

• Standard accounts: 12% fee
• Premium accounts: 7% fee

For example, for a $500 milestone:

• Standard: You pay $560 ($500 + $60 fee)
• Premium: You pay $535 ($500 + $35 fee)

After You Hire

Once the contract is created and funded, the project begins. Here is what to expect:

• The freelancer starts working: They will begin according to the agreed timeline and may reach out with questions or updates.
• Regular communication: Stay engaged. Respond to messages promptly and provide feedback when the freelancer shares progress.
• Milestone submissions: For fixed-price contracts, the freelancer will submit deliverables for each milestone. You review and approve or request revisions.
• Time tracking: For hourly contracts, the freelancer logs hours. Review time entries regularly.

For a detailed guide on managing your active contracts, see Managing Contracts as a Client.

Tips for Successful Hiring

• Do not rush: Take the time to review multiple applications and compare candidates. A few extra hours spent evaluating can save you days of frustration later.
• Communicate clearly: Be upfront about your expectations, budget, and timeline. Clear communication from the start sets the foundation for a successful project.
• Check reviews carefully: Past client reviews are one of the strongest indicators of future performance. Read them thoroughly.
• Start with a small project: If you are unsure about a freelancer, consider starting with a smaller task to test the working relationship before committing to a larger project.
• Use the escrow system: Always use the Opengates escrow system for payments. It protects both you and the freelancer.
• Keep communication on the platform: Using the Opengates messaging system ensures you have a record of all discussions, which is important if any disputes arise.

Still need help? Contact our support team and we'll be happy to assist you.