Documentation
Welcome to the Freelancer Life Tracker! 🚀 If you’re a freelancer with big dreams and an even bigger task list, this system is the aura that brings order to your freelance chaos. Think of it as your all-in-one toolkit—a cosmic compass guiding you through the stars of clients, projects, and finances. ✨ We have 12 strong sheets to help you handle everything effortlessly.
“Success is no accident. It is hard work, perseverance, learning, studying, sacrifice, and most of all, love of what you are doing.” —Pelé
💬 Why Freelance Life Tracker?
Setup Sheet: Setting the Foundation
The Setup Sheet is the starting point for everything else in the Freelancer Life Tracker. Here’s where you configure key settings that flow through to every other sheet. Simple, effective, and central to the whole system.
- Currency Dropdown: Select your preferred currency, click “Set Currency,” and the system will adjust the currency symbol in all of its usages, including dashboards, income, expenses, and invoicing.
- Dropdown Lists:This is where you manage all the options for fields across the system. For instance, you can define client types, project statuses, or meeting platforms here. The system uses these to keep everything consistent across all sheets.
- Client Name Dropdown Formula: Combines client IDs and names into a single dropdown option, making it easy to Identify and select the correct client in other sheets.
Formula: =ARRAYFORMULA(IF(LEN(Clients!B17:B) + LEN(Clients!C17:C) > 0, Clients!C17:C & ” – ” & Clients!B17:B, “”))
- Income Source & Expense Category: These fields are capped at 12 entries. Keeping them within this limit ensures that your Annual and Monthly dashboards function correctly. If you go beyond 12 entries, the design and formulas may break.
Why it matters: By keeping everything set up here, you avoid mistakes later on. Plus, if you need to tweak something—like adding a new client type—this is the place to do it.
Clients
"Your network is your net worth." – Porter Gale 🌐
Client Information Table
Fields
- ID
- Client/Company Name
- Type
- Description
- Location
- Engagement Type
- Start Date / End Date
- Client Stage
- Source
- Follow-up Date
- Email / Phone Number
- Priority / Status
- Last Update Date
- Notes
How to Use: Use this table to store all relevant client information. Make sure to fill in the Client ID and other required fields to ensure proper functioning of the system.
Client Stats
Purpose:
The Client Stats section is designed to provide a quick, comprehensive snapshot of your client data. It gives insights into:
- Total Clients
- Active Clients
How It Works:
- Client Count: These stats are automatically updated based on the data you enter in the Client Information Table.
- Active Clients: Shows the number of clients who are actively engaged with your services.
Visuals and Graphs
- Client Type: A bar chart displaying how your clients are distributed across various types, such as Small Business, Corporation, Freelancers, etc.
- Sources: A pie chart showing where your clients are coming from—whether it’s through referrals, social media, websites, or other sources.
- Client Engagement Type: Another pie chart that breaks down the various ways you’re engaging with clients, such as through support, consultation, SEO, and more.
- Client Priority: A horizontal bar chart showing how many clients are labeled as High Priority, Medium Priority, Urgent, and so on.
Add New Client
- Button: Clicking this button opens a form where you can easily add new clients. This form simplifies the data entry process and ensures consistency across the system.
- Process: Fill in the required fields (Client ID filled automatically) in the form, and the data will automatically populate the next available row in the Client Information table.
Search Function
- How It Works : Use the search bar at the top to find any client by name. When you select a client, the row corresponding to that client will be highlighted.
Formula Repair
- Insert Formula Button: If any formulas stop working or are accidentally deleted, click this button to automatically restore the formulas for the entire Clients sheet.
Project Tracker
The Project Tracker is where you manage the details of all the projects you’re working on or have completed.
Project Table
Fields
- Project Titl
- Client
- Category
- Start Date / Deadline / Days Left
- Completion Date
- Priority / Status
- Delegates
- Documents / Detail
- Estimated Hours / Total Hours Spent
- Budget / Amount Received / Balance Due
- Client Feedback
- Notes
- How It Works: Enter the project details in the table. The system will automatically calculate key metrics like Days Left, Balance Due based on the data you input.
Project Stats
This section provides a quick overview of your project statuses and financials. Here’s what each element represents:
- Completed Projects: Shows the number of projects that have been completed.
- Total Projects: The total count of all projects currently logged in the system, including completed, pending, and overdue projects.
- Pending Projects: Indicates the number of projects that are still active but not yet completed.
- High Priority Projects: The count of projects marked as high priority, allowing you to focus on critical tasks.
- Overdue Projects: Displays the number of projects that are past their deadline, signaling projects that need immediate attention.
Financial Overview
- Total Project Cost: The combined cost of all projects, calculated automatically based on project data.
- Amount Paid: Shows the total amount received for all projects, helping you track incoming payments.
- Balance Due: The remaining amount yet to be paid, calculated as the difference between the Total Project Cost and the Amount Paid.
Visuals and Graphs
Visual representations of project statuses, budgets, and categories are provided for better insight.
Project Statuses
- Description: This bar chart shows the distribution of projects by status—In Progress, Not Started, and On Hold.
Project Budgets
- Description: This chart displays the budget for each project, showing the financial investment per project.
Most Project Categories
- Description: This chart shows the distribution of projects across different categories, such as Web Development, SEO Services, App Design, etc.
Add New Project
- Button: Clicking this button opens a form for adding new projects. This ensures that project details are added in a structured and consistent way.
- Process: Fill in the fields in the form, and the project data will automatically appear in the next available row.
Search Function
- How It Works: Use the search bar at the top to find a project by name. When selected, the relevant row will be highlighted for easy reference.
Formula Repair
Insert Formula Button: If formulas break or are missing, click this button to restore all formulas in the Project Tracker.
Task Tracker
The Task Tracker is where you manage all tasks across different projects, ensuring deadlines are met and priorities are clear.
1. Task Table
Fields:
- Task
- Client / Company Name
- Project
- Priority
- Start Date / Due Date / Days Left
- Status
How It Works: Enter task details in the table. The system automatically calculates Days Left and highlights overdue tasks based on due dates and current status.
2. Task Stats
This section provides a summary of task statuses and priorities:
- Completed Tasks: Number of tasks marked as completed.
- Total Tasks: Total number of tasks logged in the system.
- Pending Tasks: Number of tasks still active or in progress.
- High Priority Tasks: Count of tasks with high priority to help focus on critical items.
- Overdue Tasks: Tasks that have exceeded their due dates, requiring immediate attention.
3. Visuals and Graphs
Visual insights into task statuses are provided for a quick overview.
Task Statuses: A bar chart displaying thedistribution of tasks by status—In Progress,Not Started, Done, and Cancelled.
4. Add New Task
Button: Clicking this button opens a form for adding new tasks. This ensures that task details are structured and consistent. Process: Fill in the fields in the form, and the task data will appear in the next available row in the Task Table.
5. Search Function
How It Works: Use the search bar to find tasks by client or project name. The relevant rows are highlighted for easy reference.
6. Formula Repair
Insert Formula Button: If formulas break or go missing, click this button to restore all formulas
in the Task Tracker, ensuring accurate calculations and updates.
Communication Log
The Communication Logs sheet is designed to track all interactions with clients, providing a detailed record of each communication for better project management and accountability.
1. Communication Table
Fields:
- Date / Time
- Client / Company Name
- Communication Type (e.g., Email, Phone Call, Video Call)
- Participants
- Topic
- Detail (notes on what was discussed)
How It Works: Log each client interaction in the table. The Communication Type, Participants, and other fields help keep records organized, allowing you to easily track communication history with each client.
2. Search Function
- How It Works: Use the search bar to find specific communications by client or company name. Once selected, the relevant rows will be highlighted for easy reference.
3. Insert Formulas Button
Button: If any formulas break or go missing, click this button to restore all formulas in the Communication Logs, ensuring data accuracy.
4. Log Communication
Button: Clicking this button opens a form for logging new communications. This ensures that details are entered in a consistent format, keeping the log organized and structured.
Meeting Tracker
The Meeting Tracker is designed to help you log, manage, and track all your meetings in one place. It includes features for scheduling, filtering, and viewing meeting summaries.
Meeting Overview
Scheduled Meetings Today: Shows the number of meetings scheduled for the current day, categorized by type (In-Person, Zoom, Google Meet, etc.).
Meeting Summary: A bar chart displays the status of all meetings, including Scheduled, Completed, Rescheduled, In Progress, and Follow-Up Required.
Meeting Table
Fields:
- Meeting Date / Time
- Type (In-Person, Video Call, Phone Call, etc.)
- Attendee
- Meeting Platform (Zoom, Skype, Google Meet, etc.)
- Title / Detail
- Recording Link
- Files/Attachments
- Status (Scheduled, Completed, Rescheduled)
How It Works: Enter meeting details in the table. The system organizes the data for easy access and helps track the status of each meeting.
Search and Filter Options
- Search By: Use the search bar to locate specific meetings by title or attendee.
- Filter Options: Filter meetings based on Date, Type, Platform, and Status. This feature helps quickly narrow down relevant meetings.
Insert Formulas Button
Button: If formulas are missing or broken, click the Insert Formulas button to restore all necessary formulas in the Meeting Tracker.
Add New Meeting
Button: Clicking this button opens a form for adding a new meeting. This ensures consistency in how meeting details are recorded.
Invoice Tracking
The Invoice Tracker is a comprehensive tool that streamlines the invoicing process for freelancers, helping you manage payments, apply discounts and taxes, and generate detailed invoices automatically. Here’s a breakdown of each component within the tracker:
1. Invoice Table
This is the main section where you enter all the invoice details. Each row represents an individual invoice, capturing information about the client, payment terms, and services provided.
Fields in the Table:
Invoice No.: Unique identifier for each invoice.
Client: Name of the client being billed.
Issue Date: Date the invoice was issued.
Due Date: Payment due date for the invoice.
Days Left: Calculated as the difference between today’s date and the Due Date, indicating how much time is left for payment.
Sub Total Amount: The initial total of services provided before applying discounts and taxes, auto-calculated based on the service breakdown.
% Discount: Discount percentage entered as a decimal (e.g., 0.1 for 10%).
Discount in Amount: The calculated discount amount, auto-filled as Sub Total Amount * % Discount.
% Tax: Tax percentage entered as a decimal (e.g., 0.05 for 5%).
Tax in Amount: The calculated tax amount, auto-filled as Sub Total Amount * % Tax.
Total Amount: The final billed amount after applying discounts and taxes, calculated as Sub Total Amount – Discount in Amount + Tax in Amount.
Paid Amount: Amount received for the invoice.
Unpaid Amount: Automatically calculated as Total Amount – Paid Amount, representing the balance due.
Each Service Description: Breakdown of services provided (detailed below).
Each Service Rate: Hourly or unit rate for each service.
Each Service Hrs Worked: Hours worked for each service.
Each Service Amount: Total for each service, auto-calculated as Each Service Rate * Each Service Hrs Worked.
Invoice Status: Status of the invoice, such as Draft, Paid, or Partially Paid.
Generate Invoice: When marked “Yes,” an invoice will be generated automatically for this row.
Invoice Link: Link to the generated invoice document.
Note: Additional notes related to the invoice.
2. Stats Overview
This section provides a quick summary of your invoicing activity, giving you a snapshot of financial performance and invoice statuses.
Total Paid: Total amount received across all invoices.
Total Unpaid: Outstanding balance for all unpaid invoices.
Total Tax: Cumulative tax amount calculated from all invoices.
3. Visuals and Graphs
To give you better insights, the Invoice Tracker includes visual elements:
- Invoice By Status: A bar chart displaying the distribution of invoices by their status (Draft, Paid, Partially Paid).
- Invoice Amount By Status: A bar chart that visualizes the total invoice amount for each status, helping you understand the financial status at a glance.
4. Your Information
This section is where you add details about yourself or your business. This information will be displayed on the invoice and allows clients to see your contact details.
Fields:
- Name
- Emai
- Name
- Phone No
5. Payment Information
Four lines are left empty in this section to provide flexibility, allowing you to enter any specific payment details, such as bank account information, payment terms, or other instructions unique to each client or invoice.
6. Each Service Description, Rate, Hours Worked, and Amount Format
In the Each Service Description section, you itemize the services provided for each invoice. Each service should include a description, rate, hours worked, and the calculated amount for clarity. Here’s the format:
Example 1: Single Service
| Each Service Description | Each Service Rate | Each Service Hrs Worked |
| Website Design | 50.00 | 10.00 |
- Service Description: Briefly describes the service (e.g., “Website Design”).
- Rate: Entered as the per-hour rate for the service (e.g., 50.00).
- Hours Worked: The total hours spent on the service (e.g., 10.00).
Example 2: Multiple Services
| Each Service Description | Each Service Rate | Each Service Hrs Worked |
Website Design, SEO Optimization, Content Writing | 50.00, 30.00, 20.00 | 10.00, 5.50, 8.25 |
- Service Description: Lists all services provided, separated by commas.
- Rate: Corresponding rates for each service, also separated by commas.
- Hours Worked: Hours worked for each service, entered in the same order.
7. Adding New Invoice
Open Form Bnutto: This button opens a form where you can input invoice details in a structured format. After completing the form, the data is automatically populated in the next available row within the Invoice Tracker.
8. Automated Formula Insertion and Calculation
The Invoice Tracker is equipped with formulas that automatically populate and calculate fields like Days Left, Discount in Amount, Tax in Amount, Total Amount, and Unpaid Amount.
Insert Formula Button: If any critical formula in the Invoice Tracker breaks or is missing, clicking the Insert Formula Button restores all necessary calculations in the sheet. This includes:
9. Generate Invoice Button and Template Selection
This feature enables you to generate invoices directly from the data entered in the Invoice Tracker.
Generate Invoices Button: When you press this button, the system scans each row with “Yes” in the Generate Invoice column. For each “Yes,” an invoice is created based on your template choice.
The system is set up with four different invoice templates:
- Template A: With payment details
- Template B: Without payment details
- Template C: With paid amount and payment details.
- Template D: With paid amount but without payment
details.
Automation:
- Based on the paid amount and presence of payment details, the correct template will automatically be selected.
- Invoice Link: After generation, a link to the generated invoice document is added to the Invoice Link column, making it easily accessible.
Examples of Generated Invoices
Income
The Income Tracking sheet helps you manage and analyze your earnings, taxes, and payment details in one organized place.
1. Income Summary
Total Amount: Shows the total income received over the period.
Net Income: Calculates income after taxes, providing a clear view of your earnings.
Taxes: Displays the total amount of taxes applied across all income entries.
2. Income Table
- Date
- Source (e.g., Client Payments, Retainers, Product Sales)
- Total Amount
- Tax (%) and Tax Amount
- Net Amount (after tax deductions)
- Detail (notes about the income source)
- Payment Method (e.g., Bank Transfer, PayPal, Credit Card)
- Note (any additional comments)
How It Works: Log each income entry with relevant details, and the sheet will automatically calculate tax and net income based on the entered tax percentage.
3. Add New Income
Button: Click this button to open a form and add a new income entry, ensuring consistent data entry for all income sources.
4. Insert Formulas Button
Button: Use this button to restore any missing formulas, keeping the sheet calculations accurate.
Expense
The Expense Tracking sheet helps you manage and review all expenses, ensuring you stay on top of costs and tax obligations.
1. Expense Summary
- Total Amount: Displays the total expenses incurred over the period.
- Net Expense: Calculates the total expense after accounting for taxes.
- Taxes: Shows the total tax amount applied to all expense entries.
2. Expense Table
-
- Date
- Expense Category (e.g., Office Supplies, Software Subscriptions, Travel)
- Total Amount
- Tax (%) and Tax Amount
- Net Expense (after tax is deducted)
-
- Payment Method (e.g., Bank Transfer, PayPal, Credit Card)
- Detail (notes about the expense)
- Note (additional comments)
3. Add New Expense
Button: Clicking this button opens a form for adding a new expense entry, helping maintain consistent and organized expense records.
4. Insert Formulas Button
Button: Use this button to restore any missing formulas,ensuring accurate calculations across the Expense Tracker.
Client Tracking Dashboard
The Client Tracking Dashboard is where all client-specific information comes together, making it easy to stay organized and efficient. This section of the tracker centralizes your client’s details, project status, communications, tasks, and invoices—so everything you need to know about a client is just a quick search away.
How It Works: Once you select a client from the Search Bar at the top, all relevant information will appear, allowing you to quickly get an overview of your relationship with that client.
Key Stats
At the top left, you’ll see crucial numberslike the client’s Total Budget, Total Hours Spent, and Pending Tasks, giving you an instantsnapshot of where things stand.
Client Information
The Personal Information section on the left shows basic details such as the Client ID, Company Name,
Type, Location, and Engagement Type. You can also track critical fields like the client’s Priority, Status, and Last Update Date, ensuring that all client interaction are up-to-date.
Projects
In the center, the Projects Table lists all ongoing and completed projects for this client, showing details like Start Date, Deadline, Priority, Status, Total Hours Spent, and Budget. This helps you manage deadlines and budgets with ease.
Last Communication Logs & Tasks
The Communication Log on the right records recent interaction with the client. This is especially useful for tracking when and what was last discussed, ensuring smooth communication.
The Task Table shows all tasks related to the client’s projects, including Task Name, Priority, Start Date, Due Date, and Status. This helps you stay on top of deliverables and deadlines.
Invoices
Below the client details, you’ll find the Invoices Table,listing all the invoices associated with this client.
Charts
Finally, at the top, there’s a visual representation of data like project categories, helping you quickly analyze the distribution of work for the client.
I & E Tracking Monthly Dashboard
The Monthly Dashboard is designed to give you a comprehensive and detailed overview of your income and expenses for a specific month within the current year. When you select a month, the dashboard automatically updates to display two separate tables:
Income Table
This table shows all the income sources for the selected month, along with key details such as:
- Date
- Source (where the income came from)
- Total Amount
- Tax
- Net Amount (total minus taxes)
- Tax Amount
- Detail
- Payment Method
- Note
Expense Table
This table lists all your expenses for the selected month, providing details like:
- Date
- Expense Category
- Total Amount
- Tax
- Net Expense (total expense minus taxes)
- Tax Amount
- Payment Method
- Detail
- Note
Income and Expense Overview With Graphs
At the top of each table, you’ll find an Income Overview and Expense Overview, which summarize the totals for the selected month:
Income Overview:
- Total Income
- Net Amount
- Tax Amount
Expense Overview:
- Total Expense
- Net Amount
- Tax Amount
Additionally, the dashboard includes graphs that visually represent both income and expenses, allowing you to easily track your financial status at a glance. If any calculations aren’t working as expected or formulas aren’t applied correctly, simply click the Insert Formulas button. This will automatically insert the necessary formulas to ensure everything is up-to-date.
Annual I&E Dashboard
At the top of the dashboard, there’s a Search Bar where you can select a year to view.
Based on the year selected, the dashboard updates dynamically.
- You have a clear summary for both Income and Expense:
- Total Amount
- Net Amount
- Tax Amount
Income Section
- The Income Overview provides a summary of total income, net income, and tax amount for the selected year.
- The table below breaks down the income for each month (from January to December) across different income sources (e.g., Client Payments, Retainers, Hourly Work, Product Sales, Consultation Fees, etc.).
- At the bottom, the Total Income, Taxes, Net Income row sums up all monthly incomes, taxes, net income of each source for the year.
Expense Section
- Similarly, the Expense Overview provides a breakdown of total expenses, net expenses, and tax amount.
- The Expense Table shows all expense categories (Office Supplies, Software Subscriptions, Internet & Utilities, etc.) and provides monthly totals for each.
- At the bottom, the Total Expense, Taxes, Net Expense row sums up all monthly expenses, taxes, net income of each category for the year.
Graphical Representation
- Both income and expenses are represented with a graph to visually compare the amounts for each month across different categories. The graphs provide an at-a-glance view of how income and expenses are distributed throughout the year.
Protected Ranges
- Certain areas of the dashboard are protected to prevent accidental changes, ensuring data integrity. Users can only modify specific input areas, and protected ranges are indicated where editing is restricted.
