Hi there,

About 3 weeks ago, I was contacted by a company about the possibility of developing an Access database. At that time, the client told me that he wanted the database to run totally in MS Access. They had a web site using SQL Server, but I was told that the Access and SQL database would remain separate for about the next year, and that their web master would handle the upsizing of the MS Access database in the future.

Well, I wrote a detailed proposal of how I would develop their Access database, including cost and the start and end date for development. I put quite a bit of work into the proposal, since I needed to analyze their business activities before coming up with a plan. As it turns out, the prospect told me he liked the proposal and that he wanted to hire me for the project. He told me to schedule his project for development and send him my contract.

I sent him a contract and invoice for a partial payment of 50 percent down. Well, I didn't hear a thing from him for a week, until I emailed him and asked him where the signed contract and payment was. Keep in mind that development was scheduled to start in 3 days, but I hadn't heard a word from him until now. I received his two sentence response on a Friday, telling me that he wanted to discuss the proposal with me on Monday (which was when I was supposed to start work). I'm thinking: "I thought he already approved of the proposal?"

When I talked with him on Monday, he suggested a few minor changes in the contract, which was not a big deal. He also told me to send him the updated contract. However, he also told me that his web site developer now wanted to use Access as a front end to the current SQL server database, which contained a web version of the database that I was going to make in Access. He said that he didn't agree with the web master, and didn't want to limit the new database to the current structure of their SQL tables, since it was very limited. Basically, my new client wanted a highly functional prototype built in Access, which would be used off-line by their office for the next year or so.


The client asked me to speak with the web master and put our minds together regarding how to most smoothly plan for the future transition to SQL Server. Well, that was pretty much a joke. The web master basically didn't want to do any work upsizing the new database later on. He wanted me to immediately develop the system in a client/server configuration, keeping the current SQL table structures in their current form. He inferred in a subtle way that if I felt that I needed to modify or add to the current table structure, that he would suspect that I was incompetent. Well, their new system was to have quite a bit more functionality and more uses, so there was a very good chance that modifications would be necessary. However, either he felt that his design was perfect and beyond enhancement, or he just didn't want to put any work into upgrading the system later on. I told the web master that I would match the Access tables as close as I could to the current SQL Server structure. I was trying to appease him in some way.

In any case, this possible change in plans presented me with a few problems. Number 1: I have never used SQL server. I know that I should learn SQL server, but I was not currently in a position to use it for a new client. Number 2: Even if I had decided to go along with these changes, it would require more work than what I had originally proposed. This wouldn't be a problem, but I would want additional compensation. Number 3: I work off-site, and do not have SQL server on my development machine.

After my conversation with the web master, I emailed my client and explained all of the above and how these suggested changes were pretty far from what we originally agreed upon. I recommended that we develop the system entirely in Access (as we previously agreed upon), with me closely matching the Access table structures to the current SQL database. I told him that eventually upsizing to SQL server should not be too difficult for the web master.
If they also wanted to change the user interface of the web site, that would be another story. However, he originally told me that they were just in the prototyping stage (thus using Access for the prototype).

Well, after I sent this email I heard nothing for 3 more days. I sent him 2 additional emails asking him to let me know where we currently stood. Finally, he responded and told me that they decided not to use my services. That my lack of SQL Server expertise would preclude me from helping them. This was after he verbally agreed to hire me to create a 100 percent Access database and after he told me to schedule development. This angered me, since I had given up another opportunity. He gave no apology, but just thanked me for being so detailed and professional. He also mentioned that he may want to hire me for some other project, to be done totally in Access. Like I will really fall for that again!

Sorry for rambling here, but here is my question: How does one handle situations such as this? Obviously, I presented myself very accurately to this company from the start. I told them that my expertise was in Access and VFP. I had also told them that I was not an SQL server person (from the start). The client was in full agreement of me creating the database entirely in Access. This is what he wanted. He had told me that he didn't want me being limited by their current SQL structure. He made a verbal committment to me, made a reservation in my schedule, and then tells me to get lost (after I lose another opportunity). I almost feel like I should be compensated for making the contract and losing money over this.

I'm thinking that I should charge a fee for canceled contracts in the future. Althougn, it's probably too late for this company. Look, I know this garbage happens a lot, but I'm just wondering if there is some way of covering the expense of going through the contract process and foregoing other opportunities. This isn't the first time this has happened to me, and I suppose it won't be the last.

Dave