Why Voice Actors Need a Policy for Pickups and Revisions
As a full-time, professional voice actor, I love working with repeat clients. I love delivering finished audio I can be proud of, and over the years I’ve come up with a few strategies to reduce the number of pickups I have to do. It is important to understand the difference between pickups and revisions, and how live sessions come into play.
Just What is a Pickup
A pickup implies that you, the voice over talent, have made an error, and typically any and all performance errors are covered by the actor regardless of the size of the job’s budget. This could mean that you misread the script, it could mean that there is an odd noise in the recording and it is obscuring your work, or it could be a performance error. Perhaps you were meant to sound calm and relaxed and the client feels you give off an agitated vibe. Any of this constitutes a pickup. When I book a job, I do ask clients to give me the courtesy of asking for pickups and deliveries within 48 hours of when I give them the finished audio. Most do. Some don’t. How flexible you want to be is up to you, and makes a difference in how you feel about your relationship with the client.
What is a Revision
A revision is different than a pickup. A revision implies that the client has changed the script. Typically this means that they got your VoiceOver audio back, reviewed it, and then decided to make tweaks. For me, for jobs over $250, I include one round of minor revisions which I define as less than 20% of the script within 48 hours of delivery. If it is after 48 hours or more than 20% I charge $75 per 30-minute revision session. If the revisions are more than 40 percent of the script I adjust the rate. If the script starts to look more than 3/4 different and it is a long narration, then it becomes a new job, and negotiations begin. This is not common. In all my years as a VO talent and coach, the two times this has happened, the clients were upfront about the revisions and offered me a new rate before I even had to start worrying. If you are noticing, they are noticing. In terms of the turnaround with revisions, again, you have to decide what you can live with. For example, I work with some eLearning companies that take quite a while to review their work. For me, this is not a problem and I am happy to wait.
Throwing a Live Session into the Mix
So you have a session for Source Connect, Zoom, or Skype. Wonderful. What should your pickup policy be? Audio from a live session is always final delivery. Period. The session should not end until the clients have what they need. This is the industry standard. If the client comes back after a life session and wants a re-record, you are entitled to a fee for an entirely new booking. Basically, you have made yourself available to however many people from their team are on the call, from the producer, to the creative director, to the folks from the brand. They have plenty of time to give direction, chat, and get all that they need from you. You are not in any hurry. If, after the spot is produced, they decide to take the work in a different direction, that’s fine. They can pay you for another session.
Tips to Avoid Pickups and Revisions
In the end, here are some tips I have come up with that leave me having to do very little pickups.
- On jobs under three and a half or four minutes, I deliver at least two takes. If a client has options, they are less likely to come back to you wanting more.
- I deliver wilds of the end. If there is a talk line, give them lots of options of the end as you would in a live session.
- If there is something that may have an unusual or unexpected pronunciation, either try to call the company and hear how they say it, or fine it on YouTube and avoid having to do the retake for that. If you can’t find it, give them wilds of the word or sentence with different pronunciations.
- Try to review your audio several times before you submit it. If you are new to VoiceOver, this is a reminder that you need to do your editing for correctness to script before adding EQ/Compression/Effect stack.
- If you have a long narration, I actually edit page by page. I go through each page twice before moving on to the next one. I catch my errors and it gives my voice a break.
Ultimately Why Pickups and Revision Policies Matter
In the end, we want our clients to have a great experience working with us. We want them to come back to us over and over again. If we lay out our policies clearly, and there is no room for ambiguities, communication should be seamless. Expectations should be clear. Relationships are built on trust, and when policies are consistent, because there is, in fact, an actual policy, it is much easier for a client to understand what they are being charged for and why.
When I started in voice over years ago, I remember thinking that when I had an agent I will have “made it.” I remember Screwing Up is Part of Success”one of my coaches telling me that she worked for five years before she had her first agent, so that I could align my expectations. At that point, I did not even know about managers. I was lucky, I was able to get on quite a few agents rosters pretty early in my voiceover career. As a working professional, I would hear a lot of chatter on social media about various agents and managers and how to get signed, as if somehow getting on the roster would lead to the ultimate success.
I signed with this manager specifically for the Radio Imaging part of my business in January 2019. Within the first week, I sent him 5 leads of stations who wanted to sign me and wanted to negotiate retainers. The email above was a call I got a week later. Of these leads, my manager destroyed every single one of them. I was not on the calls. I had empowered him to speak on my behalf. The email above “I was told that our station was not big enough for your services.” is a glimpse of how these prospects were treated in my name. Was this the road to the big agencies? No. Worse, when he tried to renegotiate the stations I had, I lost them. There were other odd quirks about the manager. He wanted any auditions to be professionally mastered, which was an added expense. He also sent Sound and Fury auditions, but I get those from other agents, so now I was paying him to get auditions I was already getting. It was terrible. I realized early on and I was stuck. I basically had to stop soliciting all Radio Imaging business or it would be tied to him. Years of hard work and planning came to a screeching halt. Be careful who you pick to represent you.
As a working mom, I try to only work on weekends under specific scenarios: if booked work comes in that the client specifically needs over the weekend, if I get a direct audition for the weekend, or if it is something like my blog which I generally do while my kids are asleep. Otherwise, the weekend is cherished family time. So, if a client tells me they need something over the weekend, I am generally pretty sympathetic that they have someone on the other side who needs something and has a deadline. It happens that both last weekend and this weekend I had bookings come in over the weekends. While I was delighted about both bookings, the one this weekend was much more pleasant. I think the two bookings lend themselves very well to case studies on what makes an ideal voice over client to work with and what makes a client a little more challenging.
Earlier in the month a client I have worked with before reached out to me with a small budget for a local TV and Media campaign. After a lot of back and forth, we came to a price we could both live with. It took quite a while for the scripts to come in. Of course I finally heard from them Friday evening. I confirmed receipt of the script and asked Client A if Monday by midday was okay and they said it was needed over the weekend. Normally I would add either a “RUSH” fee or a weekend fee, but we had negotiated and the budget was low so I could not do that here. The other snag was that the client only sent one script. We had negotiated a bulk rate assuming that I was recording at once, and sending everything piecemeal was not a great start.
A professional talent has an abundance of testimonials. Period. They should have them proudly displayed on their website, on LinkedIn, on whatever Pay to Plays they are on, and likely they share them on social media. Testimonials are not difficult to get. Happy clients who have just received pristine audio are typically delighted to provide them. My very first voice coach, Anne Ganguzza, told me how important it was to get testimonials! She asked for one from me about our work and gave me my very fist one. A voice actor without testimonials is likely not a professional voiceover actor.

In March, 2019 I went to Burbank, CA for the World Wide Radio Summit. This was the same week as VO Atlanta, so I had to choose between the two conferences. I have been working so hard to grow the radio imaging side of my business and to be there to here the best in the business speak on amazing panels was so inspirational. In 2019, there were not one but two imaging panels, of both voice talents and program directors. To hear folks like Issa Lopez and Ashley Cavalier was a dream come true. These women are role models for us all and they set the bar really high. Their work is incredible and they have achieved so much. I also met people from all over the world, wether they were from across the pond or across the country. To have entire networks like iHeart and Sirius represented was just amazing and the folks that I met were so nice. I have enjoyed keeping in touch with them.
As a small business owner, it is a pretty major accomplishment to be totally on top of my collections. Just because I am able to mark this is a goal that I have met does not mean that this was an easy feat. It has taken diligence, patience, and commitment. Most clients are very kind and well-intentioned. Some of these kind clients pay right away. Some are just busy with work and life and forget to pay and need a friendly reminder. But you know what else I have learned as a business owner? Not everyone is nice. Some people do not want to pay even when they are happy. Why? Because they are not nice. So they make small business owners jump through a million hoops to chase them down for money in hopes that we would rather just disappear. This year my multi-pronged approach, wich combines friendly reminders from me with an attorneys letter at the 90 day mark was the right combination. I am thankful.
I am so thankful that my client roster this year and always. I am proud that when I work with a client I typically keep working with a client. Some of the major brands I have had an opportunity to do voiceovers for in 2019 include Dove, Kyvno, CT Lottery, Michigan Lottery, Cleveland Clinic, Quest Diagnostics, Spoke, CosmoProf, Origins, and the list goes on and on. I am also thrilled that my work for both Pandora and Spotify continued. Pandora has extended another contract to me for 2020 and I am so very thankful for their trust in me year ofter year. This year, a lot of the work I did for them was repeat work because the clients specifically requested me. That means the world to me.
What makes a professional voice over actor a professional? Well, besides the years of training, the demos, the home studio, and being a part of the community, a big, big, big characteristic is booking PAYING work at INDUSTRY STANDARD RATES. Not Fiverr. Not bargain basement, but once a voice talent begins earning a consistent, sustainable income they proudly earn the title of professional. If they are booking repeat gigs or lots of gigs, they now have the goods to call them selves a pro. Even in WoVo, our professional organization, once you book five gigs at industry standard rates, you are eligible to apply to be a “Professional” member. Thus, it is the act of being paid for the work that you do that is essential.
AKA “Invoicing for Dummies,” I want to make it as easy as possible for my clients to pay me. I actually spent years figuring this out, so the client is not the dummy here, I had about a five year learning curve. I tried multiple different ways of invoicing, and find that this system is much more user friendly. I use Fresh Books for my invoices. They are clear. They state my terms which are Net 30. They allow me to set 30 and 60 day invoice reminders.
This is extremely important: when invoicing, always, always, always differentiate between your session fee and the usage of your voice. Why? Well what if Sally at the ad agency decides after multiple rounds of casting and telling you that you were perfect 24 times that in the end she really wants a more robust male voice? No problem Sally, she just has to pay your session fee. This is industry standard. I repeat, this is industry standard. You have done the work. You have delivered the work. The session fee is the fee that they are paying for you to get behind the mic and turn on your phantom power and record. If you did a live session? Guess what, they are paying for it. The usage is for the usage of your voice for the run of the spot. Do not book gigs in perpetuity. It is a huge problem. That is a separate blog. Just don’t!!

