Learn how to hire the right web designer or agency for your business. Complete guide covering freelancer vs. agency, essential questions to ask, portfolio evaluation, red flags to avoid, and how to ensure your website generates leads and sales.
Last month, I met with Michael, a restaurant owner who'd just spent $12,000 on a website that looked beautiful but generated zero reservations. "The designer showed me amazing mockups," he told me. "But three months after launch, I've gotten maybe two inquiries. I don't know what went wrong—the site looks professional, but it's not working for my business."
When I analyzed his website, I found the problem: he hired a designer who focused on aesthetics but ignored conversion optimization, SEO, and mobile performance. The site was visually impressive but functionally broken. Michael's story isn't unique—I see this exact scenario with 40% of businesses that hire web designers without knowing what to look for.
The truth? Hiring the right web designer or agency is one of the most critical decisions you'll make for your business. Choose wrong, and you'll waste thousands of dollars and months of time on a website that doesn't generate leads or sales. Choose right, and you'll have a website that actively works to grow your business 24/7.
In this comprehensive guide, I'll walk you through exactly how to hire a web designer or agency in 2025. You'll learn what to look for, what questions to ask, how to evaluate portfolios, what red flags to avoid, and how to ensure you're making the right choice for your business needs and budget.
The first decision you need to make is whether to hire a freelance web designer or a web design agency. Both have pros and cons, and the right choice depends on your project size, budget, timeline, and support needs.
Best for: Small to medium projects, businesses with limited budgets ($2,000-$8,000), simple websites (5-10 pages), businesses that need ongoing support but not full-time, projects with flexible timelines.
Freelancer Advantages:
Freelancer Disadvantages:
Best for: Complex projects, e-commerce sites, businesses needing multiple services (design + SEO + marketing), larger budgets ($10,000+), businesses that need ongoing support and maintenance, projects requiring multiple specialists.
Agency Advantages:
Agency Disadvantages:
💡 Pro Tip:
Many successful businesses start with a freelancer for their initial website, then upgrade to an agency when they need more comprehensive services like SEO, digital marketing, or ongoing website maintenance. Consider your long-term needs, not just your immediate project.
Asking the right questions is critical to finding the right web designer or agency. These 10 questions will help you separate professionals from amateurs and ensure you're making the right choice:
Why this matters: Experience in your industry matters. A designer who's built 20 restaurant websites will understand your needs better than someone who's only built corporate sites. Look for portfolios that show relevant work, not just pretty designs.
What to look for:
Why this matters: Hidden costs can turn a $5,000 project into a $12,000 nightmare. Get everything in writing upfront. Common "extras" include: hosting setup, SSL certificates, email setup, SEO optimization, content writing, stock photos, and ongoing maintenance.
What to clarify:
Why this matters: A beautiful website that no one can find is worthless. Your designer should understand SEO basics and build your site with search engines in mind. If they say "SEO is separate" or "we don't do SEO," that's a red flag.
What to expect:
Note: Full SEO services are typically separate. If you need comprehensive SEO services, ask if they offer that or can recommend a partner.
Why this matters: Your website's job isn't just to look good—it's to generate business. A designer who understands conversion optimization will build a site that actually works for your business goals.
What to look for:
Why this matters: A structured process shows professionalism and helps set expectations. Be wary of designers who can't explain their process or promise unrealistic timelines (like "done in a week" for a complex site).
Typical timeline for a 5-10 page website:
Red flag: Anyone promising a professional website in under 4 weeks is likely cutting corners or using templates without customization.
Why this matters: If you're hiring an agency, you might work with a project manager who then assigns work to designers and developers. Understand the communication structure upfront to avoid frustration.
What to clarify:
Why this matters: Past client experiences tell you what it's really like to work with this designer or agency. Don't just look at testimonials on their website—ask for actual references you can contact.
Questions to ask references:
Why this matters: Websites need ongoing maintenance, updates, and support. Understand what's included post-launch and what costs extra. Many designers disappear after launch, leaving you with a site you can't update.
What to ask about:
Consider: Many businesses benefit from ongoing website maintenance services to keep their site secure, updated, and performing well.
Why this matters: You should own your website and be able to take it to another designer if needed. Some designers retain ownership or charge extra for source files. Get this in writing.
What you should own:
Why this matters: This question helps you understand their unique value proposition and whether they're a good fit for your business. Look for answers that show business understanding, not just design skills.
Good answers include:
A portfolio full of beautiful designs doesn't guarantee a website that works for your business. Here's how to evaluate portfolios like a pro and spot the difference between pretty websites and profitable ones:
Some warning signs should make you immediately look elsewhere. Here are the red flags that signal you're about to make a costly mistake:
A clear project brief helps you get accurate quotes and ensures designers understand your needs. Here's what to include:
1. Business Overview
2. Website Goals
3. Pages Needed
4. Design Preferences
5. Content
6. Technical Requirements
7. Timeline and Budget
8. Ongoing Needs
Understanding realistic budgets and timelines helps you avoid scams and set proper expectations. Here's what you should expect to pay and how long projects typically take:
Simple Website (5-7 pages, basic design):
Medium Website (8-15 pages, custom design, some features):
Complex Website (15+ pages, e-commerce, custom features):
⚠️ Warning Signs:
Understanding what you should receive helps ensure you get everything you're paying for. Here's a standard list of deliverables:
A beautiful website that doesn't generate business is a waste of money. Here's how to ensure your designer builds a website that actually works for your business:
Before discussing colors or layouts, clearly define your business goals. What do you want visitors to do? Book appointments? Buy products? Request quotes? Your designer should understand these goals and build the site to achieve them.
Action: Write down your primary conversion goal and share it with your designer. Every design decision should support that goal.
Your website needs clear calls-to-action, optimized forms, trust signals, and a user experience that guides visitors toward taking action. A designer who understands conversion rate optimization (CRO) will build a site that converts.
Ask your designer: "How will you ensure my website converts visitors into leads or customers?" If they can't answer this clearly, look elsewhere.
A website that no one can find is worthless. Your designer should build your site with SEO in mind: proper page structure, fast load times, mobile optimization, and clean code. For comprehensive SEO services, you may need a separate specialist, but basic SEO should be included in web design.
Ask your designer: "What SEO elements will you include in my website?" They should mention page titles, meta descriptions, mobile optimization, and fast load times at minimum.
Before your website goes live, test everything: forms, buttons, mobile experience, load speed, and all functionality. A good designer will test thoroughly, but you should also test from a user's perspective.
Test checklist: Visit your site on mobile, fill out forms, click all buttons, check load speed, test on different browsers, and ask 2-3 people to test it and give feedback.
Your website isn't "done" after launch. You'll need to track performance, test different elements, and optimize based on data. Consider ongoing website maintenance and optimization services.
Set up tracking: Ensure Google Analytics is installed and you understand how to track conversions, traffic sources, and user behavior.
For a 5-10 page small business website, expect to pay $2,000-$10,000 for a freelancer or $5,000-$15,000 for an agency. The exact cost depends on design complexity, features, content creation, and ongoing support needs. Always get 3-5 quotes to compare.
A quality 5-10 page website typically takes 8-12 weeks from start to launch. This includes discovery, design, revisions, development, testing, and launch. Rushed timelines (under 6 weeks) often result in lower quality or cut corners.
Hire a freelancer if you have a smaller budget ($2,000-$8,000), a simple project, and don't need ongoing comprehensive support. Hire an agency if you have a larger budget ($10,000+), need multiple services (design + SEO + marketing), or want ongoing support and maintenance.
Your contract should specify the number of revisions included. Typically, 2-3 rounds of revisions are included in the base price. If you need more revisions, there may be additional costs. Make sure revision terms are clear in your contract before signing.
This varies by designer. Some include basic copywriting in their packages, while others expect you to provide content. Professional copywriting typically costs $500-$2,000+ depending on the number of pages. Clarify this upfront and get it in writing.
This is why contracts are essential. Your contract should specify deliverables, timeline, payment schedule, and what happens if either party can't complete the project. Never pay 100% upfront—use a payment schedule tied to milestones (30% deposit, 40% at design approval, 30% at launch).
At Coko Agency, we specialize in building websites that don't just look great—they generate leads, increase sales, and grow your business. We've helped hundreds of businesses avoid the common mistakes outlined in this guide and build websites that actually work.
Our comprehensive website design services include everything from custom design and development to SEO optimization, conversion rate optimization, and ongoing maintenance. We don't just build websites—we build business growth tools.
Our website design and development services include:
Get your free website consultation and quote →
We'll discuss your business goals, review your needs, and provide a detailed proposal with timeline and pricing. No commitments—just expert guidance to help you make the right decision for your business.
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