Client Project Planner — Know what the job really makes you.
The fee, the subcontractors, software and card fees it has to cover, and the margin left — collected as a deposit, a milestone and a final invoice, with every step from discovery to sign-off on one timeline.
- Free to start
- No sign-up to try
- Plan together
Everything in one plan
The proposal, the costs, the milestones and the invoices usually live in four places. Here they’re one.
Includes a client revenue tracker and a work checklist.
Idea board
Shape the scope before you quote.
A discovery workshop first, a photoshoot of the practice, their CMS or yours, a copywriter, hourly or fixed — and the rush surcharge you decided not to ask for. Keep each with a photo, a price and a note.
“Patients want to see the chair they’ll sit in.”An idea on the board of the “Website redesign” example
- Scope, delivery and pricing options on one board
- Track each one: considering, researching, contacted, shortlisted
- Pass on the ones that won’t work, without losing them
Idea board 1/2
Income and costs
See your margin before you send the quote.
The fee against a subcontractor, software and stock, card-processing fees and a contingency — so the margin you plan on is the margin you keep. Fixed fee, hourly or a monthly retainer.
Client revenue +$12,000 · Projected cash margin +$8,790The “Website redesign” example’s income and costs
- Quoted, approved, delivered and collected
- Deposit, milestone and final payments
Income and costs 1/2
Timeline
From the discovery call to the final invoice.
The discovery call, the scope and written change approval, the proposal and signed agreement, kickoff, a mid-project review — then launch, sign-off and the final invoice the same day.
Discovery call with the practice manager · Draft scope / SOW · Set written change approvalThe “Website redesign” example’s timeline
- Every step dated back from delivery
- Acceptance captured before the final invoice
Discovery to scope 1/2
Recommendations
What experienced freelancers put in writing.
How many revision rounds are included, who owns the source files, what a kill fee is, what goes in the contract, what to do when a client goes quiet, and which taxes to set aside as you invoice. Open one and it answers for your plan, with its own numbers and dates.
What a kill fee is if the project stops halfwayA guide in the “Website redesign” example’s recommendations
- Revisions, ownership and kill fees
- Late payers and taxes to set aside
A guide, answered 2/2
About the Client Project Planner
The Client Project Planner is for the income side of a job: you are quoting, scoping, or tracking paid work for a client. Choose fixed fee, hourly estimate, time-and-materials, or retainer pricing, then see the client revenue, delivery costs, collection schedule, and projected profit in one plan.
It is intentionally lighter than proposal or contract software. Use it to pressure-test the numbers before you send a quote: labor, subcontractors, materials, travel, tools, admin, tax buffer, and contingency. Then edit the line items, dates, and payment milestones as the job firms up.
What you can do
- Fixed fee, hourly estimate, time-and-materials, and retainer starting points
- Client deposit, milestone, monthly, and final collection schedules
- Income and delivery costs separated so projected profit is visible
- Quote-ready defaults for labor, subcontractors, materials, travel, tools, and contingency
- Editable timeline, task ownership, saved scenarios, CSV export, and PDF export
Frequently asked questions
Is this for earning income or paying someone?
It is for earning income from a client project. If you are hiring a contractor for your own home or event, use the renovation, outdoor, moving, or general project planner instead.
Can I choose hourly or fixed-fee pricing?
Yes. Setup includes fixed fee, hourly estimate, time-and-materials, and recurring retainer options. The planner changes the default revenue line and collection schedule to match the pricing model.
How does the payment schedule work?
Setup asks how you collect: deposit and final balance, milestone payments, monthly retainer, or time-and-materials billing. The plan starts with that schedule, and you can edit stage labels, dates, and collected amounts afterward.
Does it create contracts or invoices?
Not in this first version. It prepares the numbers, scope lines, dates, and collection milestones you need before a quote. Use your contract, invoice, accounting, or e-signature system for legal documents and billing.
Is this better than dedicated quoting software?
Dedicated tools are better when you need CRM, proposal templates, approvals, e-signature, invoicing, and payment processing. This planner is for earlier project math: what to charge, what it costs to deliver, when cash comes in, and whether the job is worth taking.
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Other planning tools that pair well with the Client Project Planner.
Photo by Paolo Resteghini on Unsplash.