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best-practices5 min read

Best Practices for Using GPL Products in Client Projects

Learn professional best practices for using GPL-licensed themes and plugins in client projects, including legal considerations, workflow tips, and client communication strategies.

Jennifer Martinez

Jennifer Martinez

Best Practices for Using GPL Products

Using GPL-licensed themes and plugins in client projects is legal, ethical, and practical—but doing it professionally requires understanding best practices. Here's how to use GPL products effectively while maintaining professionalism and client trust.

Legal and Ethical Considerations

Understanding Your Rights

The GPL grants you the right to:

  • Use products on unlimited sites (including client sites)
  • Modify code to meet project needs
  • Redistribute products to clients
  • Use commercially without restrictions

Client Communication

Be transparent with clients:

What to explain:

  • Products are GPL-licensed (open-source)
  • You have legal right to use them
  • No licensing fees required
  • Automatic updates available

What to avoid:

  • Implying you own the products
  • Claiming exclusive rights
  • Hiding the GPL nature
  • Making false licensing claims

Professional Approach

  1. Document your process — Keep records of products used
  2. Explain the value — Show clients the benefits
  3. Set expectations — Clarify what's included
  4. Provide support — Help clients understand their tools

Workflow Best Practices

Project Planning

Before starting:

  1. Identify needs — What does the project require?
  2. Research products — Find suitable themes/plugins
  3. Test compatibility — Ensure products work together
  4. Plan modifications — Identify needed customizations
  5. Document choices — Record why you selected each product

Development Workflow

During development:

  1. Use staging — Test products before production
  2. Keep backups — Maintain recent backups
  3. Track changes — Document all modifications
  4. Test updates — Verify updates don't break functionality
  5. Version control — Use Git for code management

Quality Assurance

Before delivery:

  1. Security check — Verify products are secure
  2. Performance test — Ensure site loads quickly
  3. Compatibility test — Test across browsers/devices
  4. Update check — Confirm all products are current
  5. Documentation — Provide client documentation

Client Communication Strategies

Initial Discussion

When proposing GPL products:

Frame it positively:

  • "We use industry-standard, open-source tools"
  • "This saves you thousands in licensing fees"
  • "You get automatic updates and security patches"
  • "These are the same tools used by major agencies"

Address concerns:

  • "Yes, it's 100% legal—the GPL explicitly allows this"
  • "No, you don't need separate licenses"
  • "Yes, you can modify the code if needed"
  • "Yes, you own your customizations"

Project Documentation

Provide clients with:

Product list:

  • All themes and plugins used
  • Version numbers
  • Purpose of each product
  • Custom modifications made

Maintenance guide:

  • How to update products
  • What to watch for
  • When to contact you
  • Backup procedures

Support information:

  • Your support scope
  • Product support resources
  • Emergency contacts
  • Update schedule

Pricing and Billing

Transparent Pricing

What to include:

  • Development time
  • Custom modifications
  • Setup and configuration
  • Training and documentation
  • Ongoing support (if applicable)

What to avoid:

  • Charging for "licenses" you don't own
  • Inflating costs for "premium" tools
  • Hidden fees for product access
  • Misleading about product costs

Value Proposition

Show clients the value:

Cost savings:

  • "This theme would cost $59/year—included"
  • "These plugins total $200/year—included"
  • "You save $500+ in licensing fees"

Benefits:

  • "Automatic security updates"
  • "No renewal fees"
  • "Full customization rights"
  • "Professional-grade tools"

Technical Best Practices

Code Management

Organization:

  • Use child themes for modifications
  • Keep custom code separate
  • Document all changes
  • Use version control

Modifications:

  • Don't modify core files directly
  • Use hooks and filters when possible
  • Create custom plugins for functionality
  • Maintain upgrade compatibility

Security

Best practices:

  • Keep products updated
  • Use security scanning
  • Follow WP security guidelines
  • Regular backups
  • Monitor for vulnerabilities

Performance

Optimization:

  • Choose lightweight products
  • Optimize images and assets
  • Use caching
  • Minimize plugins
  • Test performance regularly

Common Scenarios

Scenario 1: New Client Project

Approach:

  1. Discuss GPL products in proposal
  2. Explain cost savings
  3. Show examples of similar sites
  4. Set expectations clearly
  5. Deliver with documentation

Scenario 2: Existing Client Site

Approach:

  1. Audit current products
  2. Identify GPL alternatives
  3. Propose migration plan
  4. Explain benefits
  5. Execute migration carefully

Scenario 3: Client Questions About Licensing

Response:

  • "These are GPL-licensed, which means we can use them legally"
  • "The GPL explicitly allows commercial use"
  • "You don't need separate licenses"
  • "I can show you the legal documentation"

Scenario 4: Client Wants to Switch Agencies

Response:

  • "All code and customizations are yours"
  • "Products can be updated by any developer"
  • "I'll provide complete documentation"
  • "You own everything we've built"

Documentation Templates

Product List Template

Project: [Client Name] Website
Date: [Date]

Products Used:
- Theme: [Name] v[Version]
- Plugin: [Name] v[Version]
- Plugin: [Name] v[Version]

Customizations:
- [Description of changes]

Maintenance:
- Updates: Automatic via GrootMade
- Support: [Your support scope]

Client Handoff Template

Dear [Client],

Your website uses the following GPL-licensed products:

[Product list]

All products are:
- Legally licensed for your use
- Automatically updated
- Fully customizable
- Yours to keep

Maintenance:
[Instructions]

Support:
[Contact information]

Avoiding Common Mistakes

Don't:

  • Claim you own the products
  • Charge for "licenses" you provide
  • Hide the GPL nature
  • Make false legal claims
  • Overpromise support

Do:

  • Be transparent about GPL
  • Explain the legal basis
  • Show cost savings
  • Provide documentation
  • Set clear expectations

Building Trust

Professionalism

  • Know your stuff — Understand GPL thoroughly
  • Be transparent — Honest about products used
  • Provide value — Focus on client benefits
  • Document everything — Professional documentation
  • Support clients — Help them understand

Reputation

Using GPL products professionally:

  • Shows technical knowledge
  • Demonstrates cost efficiency
  • Builds client trust
  • Differentiates your services
  • Enables better pricing

Conclusion

Using GPL products professionally requires:

  • Understanding the legal basis
  • Clear client communication
  • Professional workflow
  • Proper documentation
  • Ethical practices

When done right, GPL products enable you to:

  • Deliver better value
  • Use professional tools
  • Save clients money
  • Maintain legal compliance
  • Build trust and reputation

Questions? Check our GPL FAQ or contact our team.