FREELANCE SYSTEMS AUDIT CHECKLIST
Brought to you by SoloStack — solostack.madethis.app
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Use this checklist to audit where you have systems, where you don't, and exactly what you need to build next.

For each of the 5 core systems, check off what you have today.

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SYSTEM 1: CLIENT ACQUISITION
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What to document:
□ How you find new leads (referrals, outreach, inbound, platforms)
□ How you track leads (spreadsheet, CRM, Notion)
□ Your outreach message for cold email
□ Your outreach message for LinkedIn DMs
□ Your follow-up cadence (Day 3, Day 7, Day 14)
□ How you qualify leads before a discovery call
□ Your discovery call booking process

Templates you need:
□ Lead tracker spreadsheet (columns: Name, Company, Source, Status, Last Contact, Notes)
□ Cold email template (intro, value prop, CTA)
□ LinkedIn DM template
□ Follow-up email sequence (3 emails)
□ Discovery call booking link or confirmation email

Do you have this? □ Yes, fully  □ Partially  □ No

What I need to build next:
___________________________________________

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SYSTEM 2: CLIENT ONBOARDING
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What to document:
□ The exact sequence: proposal → contract → invoice → welcome email → questionnaire → kickoff call → kickoff doc
□ Your welcome email template (what you say when a client pays the deposit)
□ Your intake questionnaire (what you need to know before kickoff)
□ Your kickoff call checklist (questions you always cover)
□ Your project kickoff doc template (summary of call, agreed scope, milestones)

Templates you need:
□ Client contract template
□ Invoice template (deposit + milestone structure)
□ Welcome email template
□ Intake questionnaire (8–12 questions)
□ Kickoff call agenda/checklist
□ Project kickoff document

Do you have this? □ Yes, fully  □ Partially  □ No

What I need to build next:
___________________________________________

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SYSTEM 3: PROJECT DELIVERY
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What to document:
□ Your project workflow from kickoff to delivery
□ What deliverables are included in each project type
□ Your revision policy (how many rounds, what counts as a revision)
□ What triggers a change order and what language you use
□ Your weekly status update format
□ How you deliver final files/work

Templates you need:
□ Creative brief template
□ Project scope document
□ Change order form
□ Weekly status update email template
□ Project closure document

Do you have this? □ Yes, fully  □ Partially  □ No

What I need to build next:
___________________________________________

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SYSTEM 4: ADMIN
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What to document:
□ When invoices go out (milestones, not "when you remember")
□ Your weekly bookkeeping review (what to check, 20 minutes)
□ Your monthly close process
□ Your quarterly tax payment schedule and how you calculate it
□ How you categorize expenses
□ When you review rates and how you communicate increases

Templates you need:
□ Invoice schedule (tied to project milestones)
□ Weekly bookkeeping checklist
□ Expense category list
□ Quarterly tax worksheet
□ Rate increase email template

Do you have this? □ Yes, fully  □ Partially  □ No

What I need to build next:
___________________________________________

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SYSTEM 5: OFFBOARDING
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What to document:
□ How you confirm final deliverables were received
□ When and how you ask for a testimonial
□ When and how you ask for a referral
□ How you handle follow-up / check-in after project close
□ How you offboard from shared tools and accounts

Templates you need:
□ Project closure email (confirms delivery, thanks client)
□ Testimonial request email (sent 1–3 days after delivery)
□ Referral ask script (part of the same or separate email)
□ Access/account handoff checklist

Do you have this? □ Yes, fully  □ Partially  □ No

What I need to build next:
___________________________________________

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AUDIT SUMMARY
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Total systems with "Yes, fully": ___ / 5
Total systems with "Partially": ___ / 5
Total systems with "No": ___ / 5

Priority to build first (pick the one with the most friction):
___________________________________________

Next action (specific, within 7 days):
___________________________________________

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NEXT STEP: Get the full template library at solostack.madethis.app/products
All 5 systems, fully templated. 50+ done-for-you documents. $19/month.
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