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?

My Business

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

Resources Mentioned:

GSuite (Formerly Google Apps)

CRMs (Client Resource Managers):
Capsule CRM
Full Contact

Google Forms


Invoicing & Accounting:

Google Docs
Dropbox Paper
Password Management


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.

Tip 01:
Look at email signature for contact info

Tip 02:
Go to contact page on website to find all social media channels and business address

Tip 03:
Have all of your contact info in your email signature.

Tip 04:
Create Intake Forms that gather everything you need to start a project including logos/assets

Tools I Recommend:
Google Forms



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?


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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.

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