Upwork Proposal → Paid Pipeline Template
Track every Upwork pitch on one Instaboard board
Stop tracking Upwork pitches in scattered docs. This Instaboard pipeline keeps every lead, follow-up, and payout checkpoint on one board so you always know what needs attention. Start in Qualified Leads, duplicate the Lead Snapshot card to capture job fit signals, then fill proposal and interview micro-templates without rewriting notes. Attach the actual PDFs and Looms you send to each card, tag by urgency, and set Instaboard due dates before posts expire. As milestones fund and payments release, drag the card right so every asset stays attached to the history.
- Qualify job posts fast with reusable lead snapshot cards
- Drop proposals, Loom walk-throughs, and receipts directly on cards so teammates see the evidence
- Set Instaboard due dates and owners on cards so expiring posts surface in your filters
- Filter by labels like High value or Payment follow-up in the sidebar to prioritize chasing replies
Start in Qualified Leads and log the job
Open the board to the Qualified Leads section and duplicate the Qualified Lead Snapshot from Start-Here. Drop it into the first column, fill the job title, company, budget, and match signals, then set yourself as the owner. Add a due date that matches the job posting deadline so it shows up before it expires. Apply labels like High value or Portfolio sample needed if the work is worth extra prep.
Draft the proposal plan before you hit submit
Move the card into Proposal Drafting once you know it is worth pitching. Duplicate the Proposal Game Plan card and fill every field in the card body so your hook, proof assets, and follow-up reminder live beside the pipeline. Attach or link the case study and Loom teaser you plan to send so everything is ready. Assign yourself and set the due date you promised in the pitch message.
Submit, attach proof, and chase replies
Slide the card into Submitted & Active as soon as the proposal goes out. Attach the actual PDF you uploaded on Upwork and add the Loom URL so your future self can replay the pitch. Set the card's due date to your next follow-up and leave a quick comment with the send time. If the client replies, add the Requires call label and move it forward immediately.
Prep interviews and lock the contract
When a client engages, move the card to Interview & Scope and duplicate the Interview Checklist card. Fill the fields with priorities, questions, scope guardrails, and the next step so the agenda stays in one place. After the call, push the deal into Contract & Funded once the milestone is approved and attach the contract or milestone plan file. Keep the High value label on funded deals so they stay surfaced in filtered views.
Deliver, request release, and record the payout
Duplicate the Milestone Outline card to map the tasks you'll deliver, then move the deal into Delivery & Review while you work. Attach the Loom walkthrough, PDFs, or docs you submit directly to the milestone card and mark task cards complete as revisions land. When Upwork releases funds, drag the deal into Payment Released, attach the receipt, and duplicate Delivery Handoff to plan the next milestone. Leave the Payment follow-up label on anything still pending so it shows up in your filtered list each morning.
What’s inside
7-stage proposal pipeline
Qualified Leads, Proposal Drafting, Submitted & Active, Interview & Scope, Contract & Funded, Delivery & Review, and Payment Released — each stage cues which micro-template to duplicate next.
Lead snapshot micro-templates
Duplicate checklists for job fit, proposal planning, interviews, milestone outlining, and delivery handoff so the board — not a doc — stores the workflow.
Example cards you can duplicate
Sample cards already include due dates, tags, milestone docs, Loom links, and Upwork receipts so you can copy and adapt them fast.
Follow-up labels
Use High value, Quick turnaround, Requires call, Portfolio sample needed, Repeat client, and Payment follow-up, then filter to zero in on what needs a nudge.
Task-powered delivery lane
Task cards with Instaboard checkboxes track audits and revisions so you tick them off and know when to request payment release.
Why this works
- Captures every lead-to-payment step in one visual lane
- Forces you to prep hooks, proof, and follow-ups before submitting
- Keeps contracts, Looms, and receipts attached for fast reference
- Surfaces stalled deals with due dates and Payment follow-up labels
FAQ
How do I track multiple milestones in one contract?
Duplicate the Milestone Outline card for each milestone and drag it slightly right to nest under the main deal card. Set separate due dates and attach proof files so you can see which milestone still needs approval.
What if a client goes silent after you deliver?
Leave the deal in Delivery & Review, keep the Payment follow-up label on, and set a due date for your next nudge. Add a short comment or note in the card with the last message you sent so you know what to reference.
Can I manage recurring clients with this template?
Yes — treat each retainer cycle as its own card or duplicate the Delivery Handoff to outline the next sprint. The Repeat client label keeps them grouped without losing sight of new prospects.