Yes… “experts” will suggest that you get the working files your freelancer used (Word, InDesign, Photoshop, etc) to create the epub, jpeg, and pdfs for interiors and covers (the finished files). It seems like a good idea.

But… there are licencing issues that must be addressed.

Let me explain. 

Apps Need Licences

Your Friendly Formatter uses four apps to create the working and finished files:

• Word and Jutoh to create the finished epub.
• Word and Adobe Acrobat to create the finished pdf for the print book.
• Photoshop to create the finished jpeg for the ebook, and one or more finished pdfs for the print book. Many times, the images that make up the composite are manipulated separately before being added to the cover file.

Other formatters will use other apps. Regardless of the apps used, it’s not a simple process.

To edit those working files to create new finished files, you’ll need to have your own copies of those apps. You’ll also have to learn how to use those apps. The learning curves can be steep enough to drop you on your back.

As an option, the code for the finished epub can be edited with various apps and Adobe Acrobat enables you to edit the finished print book pdf.  Both are tricky (html code, anyone?) and require learning, but it’s doable.

Images Need Licences

The typical standard licence is something like this “non-exclusive, perpetual, worldwide, non-transferable and non-sublicensable license”. Those two bolded words are important.

Typically, when a freelancer creates the covers, we use multiple images downloaded under a standard single-user licence. The only way to avoid licencing infringement is for the author to also licence, and show the receipt, for the same images. 

Most freelancers have volume discounts on stock photo sites; purchasing a single licence can be expensive. Have a look at the pricing and licencing pages of your favourite stock photo website.

Side note: While you’re there, have a look at the pricing and definitions of an extended licence. You’ll need this for each image used in the cover if you want to put your book cover on merchandise, e.g., mugs, t-shirts, charms. Your cover designer must purchase this upgraded licence rather than the standard licence and will pass the cost on to you.

Fonts Need Licences

Commercial font licences can also be expensive. You’ll need to download a licenced copy for your own use. You’ll have to show that you’ve done that via a screenshot of your fonts folder. If you don’t have a copy of the font, your word processing app (e.g., Word, InDesign) will be unable to show you a file that matches the pdf.

It’s Complicated

Sounds complicated, but it protects everyone from licencing infringement lawsuits.

Plus, after all the hassle for author and freelancer of the verification of purchases, there is usually an additional fee to provide those working files.

Plus, anyone you share the working files with will need to consider the licences for themselves.

So think twice about this advice.