Review fixed-fee agreements, recorded costs, receipts and outstanding invoices as separate amounts.
Suggested for your taskBusiness / connected records for an ordinary job
Freelance Projects & Profitability Workbook
An agreed fee is not money received.
Connect fixed-fee agreements, approved scope changes, actual time cost, out-of-pocket costs, invoice references and partial payments. Keep proposals separate from approvals and receipts separate from revenue assumptions.
- Format
- Excel · .xlsx
- Inside
- 13 worksheets
- Included
- Clean file + example + guide
$8.90USD · one-time priceVAT included where applicable. Other applicable taxes are shown at checkout.Explore the sheets Follow the real example
Check the capacity and fitWho it is for, supplied record limits and software requirements
The everyday problem
How do scope, effort, invoices and receipts compare for this project?
Connect fixed-fee agreements, approved scope changes, actual time cost, out-of-pocket costs, invoice references and partial payments. Keep proposals separate from approvals and receipts separate from revenue assumptions. The agreement is 1,200 plus a 200 approved change; a separate 100 proposal is excluded. Eight actual hours cost 240 internally. A 500 receipt less a 50 actual refund leaves 450 received; fee less costs so far is not a final profit forecast.
Optional guideNeed help getting started?Choose where to begin. All listed files are included.
Add the complete product to your cart whenever you’re ready. Use this guide only if you’d like help choosing what to open first; your choices do not change the product or its price.
Guide step 1 of 4
What would you like to do?
Pick a useful task, or build your own selection.
Which sheets would you explore first?
Choose your starting points. The workbook keeps all its connected sheets and formulas; this does not remove or rebuild worksheets.
Nothing selected yet.
Set the reporting period and review date in one currency.
Suggested for your taskCreate a stable client ID used by projects and proposals.
Suggested for your taskRecord the agreed fixed fee, planned hours and current estimating rate for one project.
Suggested for your taskKeep an offer and its status separate from the agreement actually entered in Projects.
Suggested for your taskRecord fee and hour changes with an approval status and date. Proposed changes do not reprice the agreement.
Suggested for your taskRecord actual hours with the historical time-cost rate for that entry.
Suggested for your taskRecord actual out-of-pocket costs separately from the valuation of your working time.
Suggested for your taskRecord an issued amount and due date, then review linked receipts, refunds and the remaining balance.
Suggested for your taskLink money actually received or refunded to an invoice, with its own date.
Suggested for your taskReview agreement less recorded costs so far alongside hours and outstanding invoices. It is not a final-profit forecast.
Suggested for your taskReview actual money dates for receipts, refunds and out-of-pocket spending.
Suggested for your taskFollow agreement, approval, actual work and cash separately before using your clean copy.
Suggested for your taskWhich file would you open first?
Both files are included. Choose which one you would open first in a desktop spreadsheet application.
Your starting plan.
Your first file or method
Both XLSX files, all 13 connected sheets and the single included guide remain in the complete kit. Your selection identifies where to begin.
Read the complete setup guideThe complete product. Your starting choices do not change its contents or price.
Your choices help you understand the complete product. They do not alter its contents or price.
Both XLSX files, all 13 connected sheets and the single included guide remain in the complete kit. Your selection identifies where to begin.
Read the tasks, contents and file choices
Useful starting tasks
Follow an approved extra into the agreement, then the cash.. Use the included START_HERE.pdf guide to follow one complete task in a disposable example copy.
Choose my own starting points. Explore the contents and select only the parts you would use first.
Contents to explore
- Dashboard: Review fixed-fee agreements, recorded costs, receipts and outstanding invoices as separate amounts.
- Settings: Set the reporting period and review date in one currency.
- Clients: Create a stable client ID used by projects and proposals.
- Projects: Record the agreed fixed fee, planned hours and current estimating rate for one project.
- Proposals: Keep an offer and its status separate from the agreement actually entered in Projects.
- Changes: Record fee and hour changes with an approval status and date. Proposed changes do not reprice the agreement.
- Work Log: Record actual hours with the historical time-cost rate for that entry.
- Costs: Record actual out-of-pocket costs separately from the valuation of your working time.
- Invoices: Record an issued amount and due date, then review linked receipts, refunds and the remaining balance.
- Receipts: Link money actually received or refunded to an invoice, with its own date.
- Project Review: Review agreement less recorded costs so far alongside hours and outstanding invoices. It is not a final-profit forecast.
- Monthly: Review actual money dates for receipts, refunds and out-of-pocket spending.
- Start: Follow agreement, approval, actual work and cash separately before using your clean copy.
Both files are included. Choose which one you would open first in a desktop spreadsheet application.
Explore the worked example: Fictional records show how the sheets work together. Save a disposable copy before trying a change. freelance-projects-example.xlsx
Start my own working copy: Open the clean workbook after reading the guide. Keep the original and save a copy for your own records. freelance-projects-clean.xlsx
Follow the complete first taskUse the included guide and a disposable example copy.
Your first useful session / Start with the example
Follow an approved extra into the agreement, then the cash.
Follow this one complete task before entering your own records. Keep the blank original and save a working copy.
Start with agreement P-01
Projects records a 1,200.00 fixed fee and 20 planned hours. Approved change CH-01 adds 200.00 and three hours. Proposed CH-02 adds nothing to the agreement yet.
Inspect ChangesKeep work cost separate from money received
Work Log W-01 and W-02 record eight hours at historical cost 30.00 per hour, or 240.00. Add 60.00 actual costs. Agreement less recorded costs so far is 1,100.00; future work is still unknown.
Inspect Project ReviewReview the invoice’s actual receipts
INV-01 is 700.00. Receipts RC-01 and RC-02 record 500.00 received and 50.00 refunded: 450.00 net received, leaving 250.00 overdue at the review date.
Inspect Invoices
EVERY WORKSHEET / ACTUAL EXAMPLE FILE
See what you enter.
Understand what updates.
Inspect all 13 sheets. These are images of the delivered example, with fictional records. Open an image to read its full detail.
Actual example worksheet · Preview range A1:E39. Image only; entries are made in your downloaded workbook.
Dashboard
Review fixed-fee agreements, recorded costs, receipts and outstanding invoices as separate amounts.
- You enter
- No routine entries
- Calculated or supplied reference
- Linked review and navigation
Actual example worksheet · Preview range A1:D27. Image only; entries are made in your downloaded workbook.
Settings
Set the reporting period and review date in one currency.
- You enter
- Currency, review date and labelled period
- Calculated or supplied reference
- Visible settings check
Actual example worksheet · Preview range A1:E14. Image only; entries are made in your downloaded workbook.
Clients
Create a stable client ID used by projects and proposals.
- You enter
- 60 rows: Client ID, Client / alias, Status, Contact / document reference
- Calculated or supplied reference
- Input and link checks
Actual example worksheet · Preview range A1:J14. Image only; entries are made in your downloaded workbook.
Projects
Record the agreed fixed fee, planned hours and current estimating rate for one project.
- You enter
- 100 rows: Project ID, Client ID, Project, Stage, Agreed fixed fee, Base planned hours, Estimating cost / h, Own deadline / opt, Agreement reference / notes
- Calculated or supplied reference
- Input and link checks
Actual example worksheet · Preview range A1:J14. Image only; entries are made in your downloaded workbook.
Proposals
Keep an offer and its status separate from the agreement actually entered in Projects.
- You enter
- 100 rows: Proposal ID, Client ID, Project ID / opt, Offered date, Valid until / opt, Offered fee, Status, Scope / reference
- Calculated or supplied reference
- Review state
Actual example worksheet · Preview range A1:K14. Image only; entries are made in your downloaded workbook.
Changes
Record fee and hour changes with an approval status and date. Proposed changes do not reprice the agreement.
- You enter
- 200 rows: Change ID, Project ID, Scope / reason, Fee change +/-, Hours change +/-, Status, Approval date / opt, Approval reference
- Calculated or supplied reference
- Approved fee change, Approved hour change
Actual example worksheet · Preview range A1:I14. Image only; entries are made in your downloaded workbook.
Work Log
Record actual hours with the historical time-cost rate for that entry.
- You enter
- 500 rows: Work ID, Project ID, Actual work date, Actual hours, Historical cost / h, Work type, Own notes
- Calculated or supplied reference
- Recorded time cost
Actual example worksheet · Preview range A1:F14. Image only; entries are made in your downloaded workbook.
Costs
Record actual out-of-pocket costs separately from the valuation of your working time.
- You enter
- 200 rows: Cost ID, Project ID, Actual paid date, Paid amount, Receipt / description
- Calculated or supplied reference
- Input and link checks
Actual example worksheet · Preview range A1:K14. Image only; entries are made in your downloaded workbook.
Invoices
Record an issued amount and due date, then review linked receipts, refunds and the remaining balance.
- You enter
- 200 rows: Invoice ID, Project ID, Issue date, Due date, Invoice amount, Status, Original invoice reference
- Calculated or supplied reference
- Net received, Balance, Due state
Actual example worksheet · Preview range A1:I14. Image only; entries are made in your downloaded workbook.
Receipts
Link money actually received or refunded to an invoice, with its own date.
- You enter
- 300 rows: Receipt ID, Invoice ID, Actual money date, Type, Actual amount, Own payment reference
- Calculated or supplied reference
- Signed amount, Project ID
Actual example worksheet · Preview range A1:M19. Image only; entries are made in your downloaded workbook.
Project Review
Review agreement less recorded costs so far alongside hours and outstanding invoices. It is not a final-profit forecast.
- You enter
- No routine entries; review the source records
- Calculated or supplied reference
- Agreement incl changes, Planned hours incl change, Actual hours, Recorded time cost, Out-of-pocket costs, Fee less costs so far, Net received, Positive invoice due, Invoice credit, Hours above plan, Review state
Actual example worksheet · Preview range A1:E19. Image only; entries are made in your downloaded workbook.
Monthly
Review actual money dates for receipts, refunds and out-of-pocket spending.
- You enter
- No routine entries; review the source records
- Calculated or supplied reference
- Out-of-pocket paid, Cash after these costs, Recorded time cost
Actual example worksheet · Preview range A1:D40. Image only; entries are made in your downloaded workbook.
Start
Follow agreement, approval, actual work and cash separately before using your clean copy.
- You enter
- No routine entries
- Calculated or supplied reference
- Instructions and practical limits
Follow the supplied fictional exampleRead the inputs and the result together
From the supplied fictional example
Follow an approved extra into the agreement, then the cash.
The agreement is 1,200 plus a 200 approved change; a separate 100 proposal is excluded. Eight actual hours cost 240 internally. A 500 receipt less a 50 actual refund leaves 450 received; fee less costs so far is not a final profit forecast.
- P-01 / base agreement
- EUR 1,200; 20 hours
- CH-01 approved / CH-02 proposed
- + EUR 200 and 3 hours approved; proposed extra excluded
- W-01 + W-02 / actual cost
- 8 hours × EUR 30 + EUR 60 out-of-pocket
- INV-01 / RC-01 + RC-02
- EUR 700 invoice; 500 receipt − 50 refund
- Agreed fee including approved change
- 1,400.00
- Recorded time cost / out-of-pocket cost
- 240.00 / 60.00
- Actual net received / positive invoice due
- 450.00 / 950.00
FOLLOW THE ACTUAL EXAMPLE FILE
Follow an approved extra into the agreement, then the cash.
Fictional records from the supplied example XLSX. Follow the same references through the sheets, then start your own clean copy.
The records behind the result
P-01 / base agreement EUR 1,200; 20 hours
CH-01 approved / CH-02 proposed + EUR 200 and 3 hours approved; proposed extra excluded
W-01 + W-02 / actual cost 8 hours × EUR 30 + EUR 60 out-of-pocket
INV-01 / RC-01 + RC-02 EUR 700 invoice; 500 receipt − 50 refund
The agreement is 1,200 plus a 200 approved change; a separate 100 proposal is excluded. Eight actual hours cost 240 internally. A 500 receipt less a 50 actual refund leaves 450 received; fee less costs so far is not a final profit forecast.
- Agreed fee including approved change
- 1,400.00
- Recorded time cost / out-of-pocket cost
- 240.00 / 60.00
- Actual net received / positive invoice due
- 450.00 / 950.00
This is an explanation of the downloadable workbook, not an online editor. Its complete clean and worked files are included. 60 clients; 100 projects; 100 proposals; 200 scope changes; 500 work entries; 200 costs; 200 invoices; 300 receipts/refunds.
Inspect the actual worksheetsFrom setup to a regular review
How you use it.
Open the 4-step setup and review routineInputs, calculations and the decision each step supports
- 01
Define the agreement
You enterCreate client and project IDs, the agreed fixed fee and an estimated time/cost basis. Proposals record an offer separately; accepting a proposal does not silently create or reprice a project.
CalculatedProjects records a 1,200.00 fixed fee and 20 planned hours. Approved change CH-01 adds 200.00 and three hours. Proposed CH-02 adds nothing to the agreement yet.
Your next stepOpen Changes and compare the linked reference with the records above.
- 02
Separate approval from an idea
You enterChanges hold proposed, approved, rejected and cancelled scope adjustments. Only approved changes with a confirmed date through review contribute to the agreement and planned hours.
CalculatedWork Log W-01 and W-02 record eight hours at historical cost 30.00 per hour, or 240.00. Add 60.00 actual costs. Agreement less recorded costs so far is 1,100.00; future work is still unknown.
Your next stepOpen Project Review and compare the linked reference with the records above.
- 03
Record actual work and money
You enterWork Log holds hours and the historical time-cost rate used for each entry. Costs holds actual out-of-pocket amounts. Invoices and Receipts have separate IDs and dates, with partial payments and explicit refunds.
CalculatedINV-01 is 700.00. Receipts RC-01 and RC-02 record 500.00 received and 50.00 refunded: 450.00 net received, leaving 250.00 overdue at the review date.
Your next stepOpen Invoices and compare the linked reference with the records above.
- 04
Read the result in context
You enterProject Review shows agreement value, recorded time costs, out-of-pocket costs, outstanding invoices and cash received. Fee less recorded costs so far is not a final-profit forecast. Monthly shows money received/refunded and actual out-of-pocket spending by date.
CalculatedINV-01 is 700.00. Receipts RC-01 and RC-02 record 500.00 received and 50.00 refunded: 450.00 net received, leaving 250.00 overdue at the review date.
Your next stepOpen Invoices and compare the linked reference with the records above.
13 sheets. Inspect each one.Inputs, outputs and when to use every worksheet
DashboardOpen sheet details
Editable inputs
- No routine entries
Calculated or reference
- Linked review and navigation
Review fixed-fee agreements, recorded costs, receipts and outstanding invoices as separate amounts.
Inspect the actual Dashboard sheetSettingsOpen sheet details
Editable inputs
- Currency, review date and labelled period
Calculated or reference
- Visible settings check
Set the reporting period and review date in one currency.
Inspect the actual Settings sheetClientsOpen sheet details
Editable inputs
- 60 rows: Client ID, Client / alias, Status, Contact / document reference
Calculated or reference
- Input and link checks
Create a stable client ID used by projects and proposals.
Inspect the actual Clients sheetProjectsOpen sheet details
Editable inputs
- 100 rows: Project ID, Client ID, Project, Stage, Agreed fixed fee, Base planned hours, Estimating cost / h, Own deadline / opt, Agreement reference / notes
Calculated or reference
- Input and link checks
Record the agreed fixed fee, planned hours and current estimating rate for one project.
Inspect the actual Projects sheetProposalsOpen sheet details
Editable inputs
- 100 rows: Proposal ID, Client ID, Project ID / opt, Offered date, Valid until / opt, Offered fee, Status, Scope / reference
Calculated or reference
- Review state
Keep an offer and its status separate from the agreement actually entered in Projects.
Inspect the actual Proposals sheetChangesOpen sheet details
Editable inputs
- 200 rows: Change ID, Project ID, Scope / reason, Fee change +/-, Hours change +/-, Status, Approval date / opt, Approval reference
Calculated or reference
- Approved fee change, Approved hour change
Record fee and hour changes with an approval status and date. Proposed changes do not reprice the agreement.
Inspect the actual Changes sheetWork LogOpen sheet details
Editable inputs
- 500 rows: Work ID, Project ID, Actual work date, Actual hours, Historical cost / h, Work type, Own notes
Calculated or reference
- Recorded time cost
Record actual hours with the historical time-cost rate for that entry.
Inspect the actual Work Log sheetCostsOpen sheet details
Editable inputs
- 200 rows: Cost ID, Project ID, Actual paid date, Paid amount, Receipt / description
Calculated or reference
- Input and link checks
Record actual out-of-pocket costs separately from the valuation of your working time.
Inspect the actual Costs sheetInvoicesOpen sheet details
Editable inputs
- 200 rows: Invoice ID, Project ID, Issue date, Due date, Invoice amount, Status, Original invoice reference
Calculated or reference
- Net received, Balance, Due state
Record an issued amount and due date, then review linked receipts, refunds and the remaining balance.
Inspect the actual Invoices sheetReceiptsOpen sheet details
Editable inputs
- 300 rows: Receipt ID, Invoice ID, Actual money date, Type, Actual amount, Own payment reference
Calculated or reference
- Signed amount, Project ID
Link money actually received or refunded to an invoice, with its own date.
Inspect the actual Receipts sheetProject ReviewOpen sheet details
Editable inputs
- No routine entries; review the source records
Calculated or reference
- Agreement incl changes, Planned hours incl change, Actual hours, Recorded time cost, Out-of-pocket costs, Fee less costs so far, Net received, Positive invoice due, Invoice credit, Hours above plan, Review state
Review agreement less recorded costs so far alongside hours and outstanding invoices. It is not a final-profit forecast.
Inspect the actual Project Review sheetMonthlyOpen sheet details
Editable inputs
- No routine entries; review the source records
Calculated or reference
- Out-of-pocket paid, Cash after these costs, Recorded time cost
Review actual money dates for receipts, refunds and out-of-pocket spending.
Inspect the actual Monthly sheetStartOpen sheet details
Editable inputs
- No routine entries
Calculated or reference
- Instructions and practical limits
Follow agreement, approval, actual work and cash separately before using your clean copy.
Inspect the actual Start sheetCompare with a manual starting pointWhat the connected workbook adds
| What is included | A manual list | Freelance Projects & Profitability Workbook 1.0 |
|---|---|---|
| Records | Separate notes | 13 connected XLSX sheets |
| Calculation | Manual arithmetic | Connect fixed-fee agreements, approved scope changes, actual time cost, out-of-pocket costs, invoice references and partial payments. Keep proposals separate from approvals and receipts separate from revenue assumptions. |
Files, capacities and practical limitsRead these before choosing your working copy
The download
Files with a purpose.
freelance-projects-clean.xlsx
13 connected sheets. Empty customer registers; supplied reference definitions are identified in Start.
freelance-projects-example.xlsx
Separate fictional worked example with the same formulas and fixed capacities.
START_HERE.pdf
Your single guide to setup, the first useful task, file recovery, practical limits and license.
English labels and guides. One currency, explicit dates and stable text IDs.
Before you choose
Fit and practical limits.
- A freelancer delivering fixed-fee projects
- a small creative practice reviewing scope and actual effort.
Understand the boundaries.
- 60 clients; 100 projects; 100 proposals; 200 scope changes; 500 work entries; 200 costs; 200 invoices; 300 receipts/refunds.
- Fixed-fee project model in one currency. No time-based invoice creation, tax/VAT, accounting, legal contract, payment collection or bank connection.
- Time-cost rates are entered per historical work record. They are a valuation, not a cash payment. Current estimating rates never reprice past entries.
- Agreement less recorded costs omits future work/costs. No automatic revenue recognition or final profitability forecast.
- Cancelled projects retain actuals and their entered agreement value; update a revised agreement explicitly. Native Excel verification pending.
Desktop spreadsheet software is separate. Native Excel verification remains pending; Google Sheets and Numbers support has not been established.
Freelance Projects & Profitability Workbook / Version 1.0
Your own working copy.
Clean workbook, separate example and one START_HERE.pdf guide covering setup, practical limits and the internal-use license.
$8.90USD · One-time purchaseVAT included where applicable. Other applicable taxes are shown at checkout.
Desktop spreadsheet software required; it is not included. Native Excel compatibility is still awaiting verification.
Private preview. Purchases are unavailable while the files and delivery are verified.
Questions about this workbook
The details that affect your choice.
How do I know what to edit?
Blue cells accept records. Grey cells contain formulas. Begin with the separate fictional example and follow START_HERE.pdf. Each register has visible input checks.
Can I add unlimited rows?
No. Capacities are fixed and listed sheet by sheet. Adding rows requires extending formulas, validation and review ranges; it is not a supported automatic expansion.
Does the file send my records anywhere?
No macros or external connections are supplied. Your spreadsheet application and cloud-storage settings are separate.