Freelance Project and Client Tracker

Who this is for

Every project on the go, with the money beside it. Each row is one piece of work for one client: the fee agreed, the deposit received, the due date with the days to it counted, whether it has been delivered and invoiced, what has been paid and what is still outstanding.

Freelancers, contractors and sole traders with several projects running at once who need to know what is due this week, what has been delivered and who still owes what.

What this helps you track

• Every live project, the client it is for and the fee agreed
• The deposit taken and the payment received against each
• How many days are left to each due date
• Which projects are delivered, which are invoiced and which are neither
• What is still outstanding, project by project and in total

How to use it

1. Write your name or business and the period the sheet covers at the top.
2. Add a row when a project is agreed: the client, what the work is, the fee agreed and the due date.
3. Enter any deposit as it arrives. The days-left column counts to the due date in the browser version and the workbook.
4. Tick delivered when the work goes out and invoiced when the invoice does; enter the amount paid as it comes in.
5. The outstanding column takes the deposit and the payment off the fee. The totals and the summary keep themselves up to date; on paper, total at the foot.
6. Start a fresh sheet each quarter or year and carry the unfinished rows across.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

How is this different from the job tracker in the business section?

That one is built for a trade quoting jobs, with quoted, invoiced and paid columns. This is a freelancer's own pipeline: a deposit, a delivery date, a delivered tick and an invoiced tick, with the outstanding fee worked out.

What if a project is paid in stages?

Use one row per stage with the stage named in the project column, or update the paid amount as each stage is settled. The outstanding figure is right either way.

Where does the deposit go once the balance is paid?

Leave it in the deposit column and put the balance in paid. Outstanding takes both off the fee, so it reaches zero when everything is in.

Does it raise the invoice?

No. The invoice generator on this site does that; record the amount here once sent and tick the column.