Freelance Job Tracker Template
Turn freelance work into a clear pipeline
This template helps freelancers run client projects end‑to‑end without juggling spreadsheets and DMs. Capture key details once, update status as you go, and keep delivery and payment on track.
- See every client and project in one board
- Start fast with a copy‑ready job card
- Prioritize with labels and due dates
- Stay on top of quotes, delivery, and payment
- Works for fixed, hourly, or retainers
Tune the job card once
Duplicate the Job card and edit the copy to match how you work (e.g., add ‘Client contact’ or ‘Package’). Keep one field per line; avoid links in the title. Keep the original Job card as your reusable pattern; drag it to duplicate for each new client.
Capture inquiries clearly
For each lead, duplicate the Job card and fill Client, Project, Deliverables. Apply labels like ‘New client’, ‘Inbound’, or ‘Urgent’. If there’s a timeline, set a due date on the card to track follow‑ups.
Send and track quotes
Move a card to ‘Quote Sent’ when you’ve shared pricing/terms. Add ‘Proposal out’ and (optionally) ‘Waiting on client’. Set a follow‑up due date (e.g., +2 business days) so nothing stalls.
Work in small WIP
Move accepted jobs to ‘In Progress’; keep ≤3 active to protect quality. Add a short first milestone in Deliverables (e.g., ‘Wireframe v1’). Use ‘Retainer’ label for ongoing clients and set weekly sprint due dates.
Deliver and handle revisions
When you hand off, move to ‘Delivered’. If revisions come in, add ‘Revisions’ and set a new due date so the follow‑up is visible. Keep the card concise — Deliverables should describe what shipped.
Track payment cleanly
In ‘Paid’, duplicate the Invoice mini‑template on the card: Invoice #, Amount, Sent date, Net terms, Paid date. Use ‘Paid’ when money clears; if overdue, adjust the due date to see it in your near‑term view.
What’s inside
Five stages
Inquiry, Quote Sent, In Progress, Delivered, Paid.
Ready‑to‑copy job card
Client, Project, Deliverables fields so you can duplicate and fill in seconds.
Invoice mini‑template
Invoice #, Amount, Sent, Net terms, Paid — track billing at a glance.
Helpful labels
New client, Inbound, Retainer, Proposal out, Waiting on client, Revisions, Urgent, Paid.
Start Here guidance
Short steps on adding jobs, moving stages, and setting due dates.
Why this works
- Clarifies the flow from inquiry to paid so nothing stalls
- Keeps scope, deadlines, and revisions attached to each job
- Highlights priorities with labels and due dates you can filter
- Enforces a simple weekly ritual to maintain momentum
FAQ
Does this replace my invoicing tool?
No. Use this board to track project and payment status; send invoices with your invoicing app.
Can I use this for retainers or hourly work?
Yes. Add the ‘Retainer’ label and set weekly sprint due dates on each active retainer card.
Do I need an account to start?
You can start editing instantly in your browser. Create a free account to save your copy and invite collaborators.