==================================================================== FREELANCE PIPELINE TRACKER — WEEKLY SYSTEM SoloStack | solostack.madethis.app/resources/freelance-income-stability ==================================================================== HOW TO USE THIS TRACKER ----------------------- 1. Copy this into a spreadsheet (Google Sheets, Excel, or Apple Numbers) 2. Review and update every week during your dedicated pipeline block (2–3 hrs) 3. Maintain minimum thresholds: 3+ Leads, 2+ Proposals Out, 1+ Active Retainer 4. When any column falls below threshold, your pipeline block goes to filling it ==================================================================== COLUMN 1: LEADS (Prospected but not yet contacted, or in early conversation) ==================================================================== Name / Company | Source | First Contact | Next Action | Est. Value | Status -----------------------|-----------------|---------------|-----------------------|------------|-------- [Example: Acme Co.] | LinkedIn search | [Date] | Send intro email | $2,500 | Not contacted [Example: Jane Doe] | Past client ref | [Date] | Schedule discovery | $1,800/mo | Intro sent [Example: StartupXYZ] | Conference mtg | [Date] | Follow up on interest | $3,000 | Warm | | | | | | | | | | | | | | | | | | | | | | | | | LEADS THRESHOLD: Maintain 3+ leads at all times. Source codes: Ref = Referral | LI = LinkedIn | Cold = Cold outreach | Inb = Inbound | Ev = Event ==================================================================== COLUMN 2: PROPOSALS OUT (Proposal sent, waiting for decision) ==================================================================== Name / Company | Sent Date | Follow-Up Due | Value | Proposal Type | Notes -----------------------|------------|---------------|-------------|------------------|------------------ [Example: Acme Co.] | [Date] | [Date +5d] | $4,500 | Project | Waiting on budget approval [Example: Jane Doe] | [Date] | [Date +7d] | $1,500/mo | Retainer | Had great discovery call [Example: StartupXYZ] | [Date] | [Date +3d] | $2,200 | Project | Needs board sign-off | | | | | | | | | | | | | | | PROPOSALS THRESHOLD: Maintain 2+ proposals out at all times. Follow-up timing guide: - Day 3–5 after sending: "Checking in on [proposal] — any questions?" - Day 7–10: "Happy to jump on a quick call to walk through any details." - Day 14: "Following up one more time — is this still a priority for you?" - Day 21+: "I'll leave this with you — feel free to reach out when the timing is right." Never chase indefinitely. After 3 follow-ups with no reply, move to dormant. ==================================================================== COLUMN 3: ACTIVE CLIENTS (Current work in progress — projects and retainers) ==================================================================== Name / Company | Project / Retainer Type | Monthly Value | Next Deliverable | Renewal / End Date | Notes -----------------------|--------------------------------|---------------|-------------------|--------------------|------------------ [Example: Acme Co.] | Monthly content retainer | $2,000/mo | 4 blog posts | [Date] | Renewing in 6 weeks [Example: Jane Doe] | Website redesign (project) | $4,500 total | Design mockups | [Date] | 60% complete [Example: StartupXYZ] | SEO strategy retainer | $1,200/mo | Monthly report | [Date] | Month 3 of 6 | | | | | | | | | | ACTIVE CLIENT THRESHOLD: Maintain 1+ retainer client at all times. Retainer renewal rule: Flag any retainer with a renewal date within 60 days. Start the renewal conversation 30–45 days before expiry — never let it lapse by default. ==================================================================== PIPELINE HEALTH CHECK ==================================================================== Run this check every week during your pipeline review block: COLUMN | MY COUNT | THRESHOLD | STATUS ---------------|----------|-----------|--------------------------- Leads | | 3+ | □ Green □ Yellow □ Red Proposals Out | | 2+ | □ Green □ Yellow □ Red Active Clients | | 1+ | □ Green □ Yellow □ Red Active Retainer| | 1+ | □ Green □ Yellow □ Red If any column is Red (below threshold): your entire pipeline block this week goes to filling that column before anything else. ==================================================================== WEEKLY PIPELINE REVIEW CHECKLIST (7 ITEMS) ==================================================================== Run every week. Same time, same day, non-negotiable. Estimated time: 60–90 minutes □ 1. UPDATE EACH COLUMN - Move leads to "Proposals" when a proposal goes out - Move proposals to "Won" or "Lost" (and note why — this improves future proposals) - Add any new active work to Column 3 - Archive closed/lost deals □ 2. ADD NEW LEADS - Target: add 2–3 new leads per week minimum - Sources to check: past client list, LinkedIn saved searches, referrals promised last week, inbound inquiries - If leads < 3, this is your #1 priority this block □ 3. FOLLOW UP ON OVERDUE PROPOSALS - Any proposal past follow-up date? → Send follow-up today (not tomorrow) - Use follow-up templates from Download #3 □ 4. CHECK RENEWAL DATES - Any retainer renewing in < 60 days? → Schedule renewal conversation - Raise rates at renewal, not mid-contract - See: solostack.madethis.app/resources/freelance-retainer □ 5. ESTIMATE NEXT 30/60/90 DAY INCOME 30-day income: $_________ (confirmed work + high-probability proposals) 60-day income: $_________ (confirmed + medium-probability + new leads) 90-day income: $_________ (confirmed + all pipeline if it converts at 50%) □ 6. IDENTIFY THE GAP My monthly target: $__________ 30-day forecast: $__________ Gap (target - forecast): $__________ If gap > $0: How many new clients or upsells needed to close it? What's the fastest path to filling it? (Past clients → Warm outreach → Referrals) □ 7. SCHEDULE OUTREACH FOR THE GAP This week I will contact: ___ past clients, ___ warm prospects, ___ referral asks Scheduled for: _________________________ (block it on the calendar NOW) ==================================================================== 90-DAY INCOME LOOK-AHEAD ==================================================================== MONTH 1 (30 days) ------------------ Confirmed retainer income : $__________ Confirmed project income : $__________ Proposals likely to close : $__________ Total 30-day forecast : $__________ Monthly target : $__________ Gap to fill : $__________ MONTH 2 (60 days) ------------------ Retainers renewing : $__________ Pipeline likely to convert : $__________ Total 60-day forecast : $__________ Gap to fill : $__________ MONTH 3 (90 days) ------------------ Retainers assumed continuing: $__________ Pipeline at 50% conversion : $__________ Total 90-day forecast : $__________ Gap to fill : $__________ ==================================================================== SEASONAL ADJUSTMENT NOTES ==================================================================== Q1 (January–March) - Slow start to Q1 common — many clients waiting on budget approvals - January especially slow: use this month to build pipeline aggressively - Q1 tends to warm up fast in March as Q1 projects get approved - Action: front-load outreach in late November/December for Q1 pipeline Q2 (April–June) - Typically strong — budgets are flowing, projects are moving - Best time to raise rates on renewals - Use feast-phase income to build cash reserve Q3 (July–September) - Summer pullback in July–August (client vacations, slower decisions) - September picks up sharply as Q4 planning begins - Use summer slowdown for pipeline building and retainer pitching Q4 (October–December) - October–November: Q4 budget rush — clients spending end-of-year budgets - December: hard deadline of December 15 for new project starts - "Year-end rush" is real — use it to close proposals that have been stalling - Use any surplus to pre-build Q1 pipeline (avoid January panic) ==================================================================== PIPELINE LOG (OPTIONAL — track trends week over week) ==================================================================== Week of | Leads | Proposals | Active | 30d Forecast | Action Taken ---------------|-------|-----------|--------|--------------|------------------ | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | ==================================================================== END OF TRACKER ==================================================================== Downloaded from: solostack.madethis.app/resources/freelance-income-stability More free resources: solostack.madethis.app/resources Template library: solostack.madethis.app/products