EP87: The Client Workflow Show
How do I organize client information, schedule meetings and appointments and invoice clients for services?
My 10-step start to finish workflow for working with clients as a freelance business includes:
How do I keep track of client information?
How do I schedule and manage the calendar?
How do I organize projects and jobs?
How do I keep track of time working on projects?
How do I invoice and collect payment?
Mike Murphy LLC is a creative freelance services and consulting business for local and online businesses. I make digital content such as videos, podcasts, and written articles and I teach and consult others how to make online content to promote their business or brand.
In short: I help people figure things out.
Client Workflow Goals: Simplicity and access on all devices
Invoicing & Accounting:
My 10-Step Client Workflow:
Step 1: Gather Contact Information:
Tools Used: My Contacts in Gmail
I input as much information as I can and write as many notes as possible as notes are searchable and also helps remember details of client.
Look at email signature for contact info
Go to contact page on website to find all social media channels and business address
Have all of your contact info in your email signature.
Create Intake Forms that gather everything you need to start a project including logos/assets
Step 2: Gmail Labels
Labels are essential folders in Gmail
All New Client Emails get a Label that is nested under Clients
Step 3: Google Drive
Similar To Dropbox
Clients get their own folder
Step 4: Google Calendar
All appointments, meetings, deadlines, commitments, trips, important dates goes on gCal
I set notifications to remind me 1 day before and 30 minutes before
Step 5: Apple Reminders
As soon as I put something on calendar or think of an idea I tell Siri to remind me.
Step 6: Calendly
I use this tool to send my calendar link. Clients can view my calendar with the times I control and they can pick a time slot. Calendly syncs with Google Calendar and will not offer times if I already have something booked.
Step 7: Freshbooks
For time tracking, estimates, invoicing and accounting and tracking expenses, I use Freshbooks which is $25/month and I can highly recommend.
Step 8: Google Docs
I create one Google Doc for each Client and use it as a running history log. I try to include everything I did for each consulting session or jobs that were done.
Google Docs for Collaboration.
Dropbox Paper is also excellent for collaboration if you are not a Gmail user.
Step 9: 1Password
I use a 1Password to manage all of my passwords and sensitive information. I keep client passwords and important data in a secure note in 1Password.
Step 10: Collect Payment in Freshbooks.
Send Thank you message and keep working hard to get more clients and more projects to work on. Do you need help with your content creation?
Questions, Comments, Feedback?
My Gear List:
My Amazon Store:
My YouTube Channel:
Buy My New eBook (How To Podcast on Wordpress.com)
Music: Life of Riley & Wallpaper (incompetech.com)
Amazon/Affiliate Disclosure:Mike Murphy LLC is a participant in the Amazon Services LLC Associates Program, an affiliate advertising program designed to provide a means for sites to earn advertising fees by advertising and linking to Amazon.com. As an Amazon Associate, I earn from qualifying purchases.