Freelance Graphic Designer Job Tracker Template
See every design project at a glance
This Instaboard template turns scattered graphic design gigs into a single left-to-right pipeline. Whether you juggle a few deep branding projects or a steady stream of smaller retainers, you start with a reusable intake card, capture discovery tasks, log revision requests, and keep proposals and invoices attached to the same card. Labels call out hot leads, missing assets, or payments still pending, so you always know where to focus next.
- Capture every client brief on a reusable intake card
- Surface priorities with labels and due dates
- Log revisions and approvals on the board’s revision log cards
- Track proposals and invoices without spreadsheets
Start in Lead Intake
Open the Get Started section and duplicate the Project Intake card. Fill Client, Project scope, Primary contact, Brand assets folder, and Kickoff summary so the essentials sit on one card. Apply labels like Hot lead or New brand, set a due date for your kickoff call, and attach any intake brief or creative questionnaire. Drag the card into the Lead Intake column in the Design Project Pipeline.
Map discovery deliverables
In Discovery & Scope, duplicate the Milestone card inside the column for each early task—brief approval, moodboard, brand strategy. Assign owners if you collaborate, set due dates to keep stakeholder meetings on schedule, and add links to inspiration boards or questionnaires so everything hangs off that card. Mark the card with Needs assets or Waiting on feedback when you are blocked so the column itself highlights which milestones need a nudge.
Track proposals and deposits
Move cards into Proposal & Deposit once scope is locked. Duplicate the Invoice tracker card, fill Invoice #, Amount, Invoice date, Payment terms, and Paid on as you send a proposal or deposit request. Attach the signed contract or proposal PDF and apply Payment pending until funds land. Add a due date a few days after sending to remind yourself to follow up.
Produce and log revisions
As you design, keep the card in Design Production and add task due dates for concept drops or asset batches. Attach previews from Figma or Loom so reviewers have context without hunting through threads. When feedback arrives, duplicate the Revision log card inside the Client Review column, summarise the round, record the decision right next to the attachments, and set the Next upload deadline. Use Rush timeline when a change jumps to the front of the queue.
Deliver and close out
Shift the card to Delivery & Payment when assets are approved. Attach final exports or ZIP packages so everything is in one place on the card. Update the Invoice tracker with the final payment date, keep Payment pending on until the deposit clears, or swap to Retainer if the work rolls into a monthly cadence. A quick scan of Payment pending labels in this column shows who still owes you before you archive the card.
What’s inside
Six-stage flow
Lead Intake through Delivery & Payment so you always know what needs attention.
Project intake card
Client, scope, contact, assets, and kickoff notes ready to duplicate for any new gig.
Revision log micro-template
Document feedback rounds, decisions, and next uploads in seconds.
Invoice mini-tracker
Capture invoice numbers, terms, and payment status right on the card.
Labels for graphic work
Hot lead, Needs assets, Rush timeline, Waiting on feedback, Payment pending, New brand.
Why this works
- Keeps every lead, project, and invoice in one view
- Shows which clients are blocked, reviewing, or ready for delivery
- Tethers revisions and approvals to the exact design round
- Makes Payment pending labels in Delivery & Payment a visual prompt for follow-ups
FAQ
Can I use this for retainer design clients?
Yes. Keep one card per client, add the Retainer label, and use due dates for weekly or monthly deliverables.
Where should I store design files and proofs?
Attach Loom walk-throughs, Figma links, or ZIP exports directly to the card so reviewers and clients always have the latest version.
How do I track invoices and payments?
Use the Invoice tracker micro-template in Proposal & Deposit and Delivery & Payment, then apply Payment pending or remove it once the client pays.
Can collaborators join this pipeline?
Invite teammates to the board, assign cards or milestones to them, and let them skim the revision-log cards to see every decision without digging through chat history.