Build structure, reduce stress, and track client work in one place.
When I started freelancing last year, I expected the actual campaign work to be the hardest part. But it wasn’t. What really tripped me up? Keeping track of everything between clients-tasks, hours, updates, and next steps without drowning in sticky notes and browser tabs.
As someone with Type A tendencies and an ADHD brain, I need structure to think clearly. But most project tools were either too basic, too expensive, or just didn’t give me the clear “client-by-client” view I needed to stay on top of things.
Since I was just getting started and working with limited funds, paying for multiple tools wasn’t realistic. I needed something free, flexible, and simple to use right away.
That’s when I built a Notion-based system and I’m sharing it below for free.
What This Template Solves
- Giving you a centralized view of what’s due, what’s on hold, and what’s already done
- Tracking hours by client or project so billing isn’t an afterthought
- Making it easy to walk into any client call and instantly know where things stand
- Replacing the mental load of “did I already send that update?” with clarity and confidence
This template is designed for freelancers who need structure but aren’t ready to invest in a pricey tech stack or overcomplicated project management platform. It’s clean, customizable, and built for real client work.
What’s Inside the Template
- Client Database – Each client has a profile with notes, goals, linked tasks, and billing info
- Projects + Tasks – Organize your work with a status-based board and track task details in one view
- Time Tracking – Log hours by client or project to make invoicing accurate and easy
- Invoices – Track billable totals and generate export-ready invoices manually or with automation later
The Clients and Projects databases are connected—making it easy to track billable work by client and link tasks to campaign deliverables.
How to Get Started (It’s Free)
- Open the template link
- Click the ⋯ menu in the top-right
- Select “Duplicate” to copy it into your workspace
- Add your clients and projects, and start tracking right away. You’ll also see a few sample client entries included to demonstrate how properties and views work just delete or replace them as you go.
You’ll see a quick setup guide when you open the template just follow the steps to create your own private copy.
Real Example: From Scrambling to Streamlined
One of the biggest benefits of this system is how much smoother client communication has become.
Recently, a client mentioned how much more confident they felt in our working relationship because they could clearly see what was in progress, what was done, and what was coming next. Using this system helped me create more transparency in my workflow, which in turn built trust and reduced back and forth. It’s small shifts like that that have made the biggest difference in how I show up for clients.
That’s been a big improvement especially when juggling multiple deliverables across different verticals.
Who This Is For
- Freelance PPC consultants balancing multiple accounts
- Early-stage freelancers looking for a structured but lightweight system
- Anyone who loses track of deliverables between Slack messages, emails, and docs
- Professionals who prefer to organize visually (drag-and-drop boards, status labels, etc.)
About Me
I’m an early-stage freelancer testing the waters with select clients across legal, Health & Wellness, and service-based industries. I built this system to create a repeatable process that simplifies the messy middle of freelance work so I could focus on results, not admin.
Final Thoughts
You don’t need five tools and a subscription just to stay organized. If you’re a PPC freelancer who wants more structure without more complexity, give this system a try.
Use it, see how it fits, and feel free to tweak it for your own flow. If enough people find it useful, I’ll build out an advanced version with more automation and analytics views with built-in dashboard views for quick, shareable reporting.
Ready to try it?
