======================================== FREELANCE CLIENT TRACKER SoloStack — solostack.madethis.app ======================================== Copy this into a spreadsheet (Google Sheets, Excel, Notion, or Airtable). One row per lead. Update every Friday during your weekly review. ---------------------------------------- COLUMNS ---------------------------------------- Lead Name | Company | Contact | Source | Date Contacted | Status | Follow-Up Date | Notes ---------------------------------------- ---------------------------------------- 20 EXAMPLE ROWS (copy as starting template) ---------------------------------------- Lead Name | Company | Contact | Source | Date Contacted | Status | Follow-Up Date | Notes -----------------|-------------------|--------------------------|-----------------|----------------|-----------------|----------------|----------------------------------------------- Jordan Mills | BrightPath Co. | jordan@brightpath.com | LinkedIn DM | 2026-01-05 | Prospected | 2026-01-08 | Director of Ops — posted about needing systems help Sam Rivera | Coastline Digital | srivera@coastlinedigital | Referral | 2026-01-06 | Contacted | 2026-01-09 | Referred by Marcus Webb. Needs proposal work. Alex Chen | Chen Law Group | alex@chenlawgroup.com | Cold email | 2026-01-07 | Replied | 2026-01-10 | Interested in monthly retainer for content Taylor Brooks | Noon Creative | taylor@nooncreative.io | Job board | 2026-01-08 | Proposal Sent | 2026-01-15 | Sent 3-tier proposal. Budget ~$3k. Morgan Lee | Stackwave Inc. | mlee@stackwave.com | LinkedIn DM | 2026-01-09 | Won | — | Signed $4,500 project. Start date Jan 20. Casey Nguyen | Open Door Media | casey@opendoormedia.co | Cold email | 2026-01-10 | Lost | — | Chose a cheaper option. Touched base warmly. Drew Patel | Fieldwork Labs | drew@fieldworklabs.com | Community post | 2026-01-11 | Prospected | 2026-01-14 | Active in #marketing Slack — seems like a fit Jamie Torres | Solstice Studio | jamie@solsticestudio.io | Referral | 2026-01-12 | Contacted | 2026-01-15 | Referred by Jordan Mills (past client) Avery Kim | Pinnacle Foods | akim@pinnaclefoods.com | LinkedIn DM | 2026-01-13 | Replied | 2026-01-16 | Asked for rates — preparing proposal now Riley Hassan | Driftwood Co. | rhassan@driftwoodco.com | Inbound inquiry | 2026-01-14 | Proposal Sent | 2026-01-21 | Found me via my LinkedIn article on SOPs Quinn Adams | Orion Agency | qadams@orionagency.co | Cold email | 2026-01-15 | No Reply | 2026-01-18 | Follow-up #1 sent Jan 18. Try Follow-up #2 Jan 22. Skyler Park | Lumen Health | sky@lumenhealth.io | Twitter/X DM | 2026-01-16 | Won | — | $2,800 project. Invoice sent. Deposit received. Parker Wells | Reed & Stone | parker@reedandstone.com | Job board | 2026-01-17 | Lost | 2026-06-01 | Budget too low now. Revisit in 6 months. Rowan Elliot | Summit Digital | r.elliot@summitdigital | Conference | 2026-01-18 | Prospected | 2026-01-21 | Met at local freelance meetup. Good conversation. Blake Okonkwo | Forma Design | b.okonkwo@formadesign.co | Referral | 2026-01-19 | Contacted | 2026-01-22 | Casey Nguyen intro. New design studio scaling up. Emery Walsh | TrueNorth Co. | ewalsh@truenorthco.com | Inbound inquiry | 2026-01-20 | Replied | 2026-01-23 | Found me via resource page. Wants onboarding help. Cameron Yee | Mosaic Labs | cyee@mosaiclabs.io | LinkedIn DM | 2026-01-21 | Proposal Sent | 2026-01-28 | 2nd outreach attempt. They liked my post first. Sage Morales | Prism Social | sage@prismsocial.co | Cold email | 2026-01-22 | Won | — | $6,000 retainer signed. 3-month engagement. Finley Grant | Atlas Solutions | fgrant@atlassolutions.co | Referral | 2026-01-23 | Contacted | 2026-01-26 | From Sage Morales referral. Warm intro sent. Drew Sullivan | Helix Studio | dsullivan@helixstudio.io | LinkedIn DM | 2026-01-24 | Prospected | 2026-01-27 | Just posted about needing freelance help. Move fast. ---------------------------------------- STATUS LEGEND ---------------------------------------- PROSPECTED — You've identified this person as a potential lead but haven't reached out yet. Action: Research, prepare personalized outreach. CONTACTED — You've sent the first message, email, or DM. Action: Set follow-up date for 3 days out. REPLIED — They've responded (positively or asking questions). Action: Move to proposal or book a discovery call. Follow up same day. PROPOSAL SENT — You've sent a formal proposal or quote. Action: Follow up in 5–7 business days if no response. WON — They've signed or agreed to move forward. Action: Start onboarding process. Clear follow-up date from tracker. LOST — They passed, went with someone else, or ghosted after follow-ups. Action: Send a graceful "no hard feelings" note. Set a 6-month revisit date in Follow-Up Date column — timing changes. NO REPLY — Multiple contact attempts with no response. Action: Send Follow-up #2 (graceful exit). Then move to NURTURE. NURTURE — Not the right time now, but worth keeping warm. Action: Add to a monthly "value email" list. Low-effort, no pitch. ---------------------------------------- WEEKLY REVIEW RITUAL Every Friday — 20 minutes maximum. ---------------------------------------- THE RULE: Move 5 leads forward each week. "Forward" means: prospected → contacted, contacted → followed up, replied → proposal sent, proposal sent → followed up, lost → graceful exit. Friday review questions: 1. Who replied this week that I haven't responded to yet? 2. Who needs a follow-up today? 3. Who is in "Proposal Sent" that I should check in on? 4. Did any "Lost" leads give me useful feedback on my pitch? 5. Who can I add to the tracker this week? Monthly review questions: - What's my close rate? (Won / Proposals Sent) - Which SOURCE is generating the most leads? Double down on it. - Which leads have been sitting at the same status for 2+ weeks? Clear them out. - How many new prospects did I add this month? (Goal: 40–60/month) ---------------------------------------- TRACKER TIPS ---------------------------------------- 1. KEEP IT SIMPLE — if your tracker is complicated, you won't use it. Delete any columns you don't actually check. 2. DATE EVERYTHING — memory is unreliable. The timestamp is how you know whether to follow up or let go. 3. ONE ROW PER RELATIONSHIP — not per outreach attempt. Update the Status column rather than adding new rows. 4. NOTES COLUMN — write a short human observation ("mentioned big rebrand coming," "has budget but slow to decide") — this is the detail that makes your follow-ups feel personal, not automated. 5. CLOSE YOUR LOOP — every lead should eventually reach WON, LOST, or NURTURE. A tracker full of stale "Contacted" rows is not a tracker. ======================================== Download the full SoloStack template library at solostack.madethis.app Proposal templates, contracts, onboarding checklists, invoices. ========================================