Northwind rebrand — fee & invoice
The agreed fee, the final client invoice, and its status (paid).
Agency finance · Project cost review
Keep every project cost record in one folder
When a campaign or build wraps, the team wants to look at where the money went — but the fee is in one place, the receipts in another, and the subcontractor invoices in email. Gathering the project fee, every cost entry with its receipt, subcontractor invoices, and the final invoice status into one folder lets the team review the project by hand. Cash Workspace keeps the revenue and cost records side by side for that review — it does not compute profit or margin for you.
The problem
Why project cost reviews are painful
The pieces of a project's finances live in different tools, so reviewing what it really cost means assembling everything from scratch each time.
- The agreed fee is in the proposal, but the costs are scattered across cards and email.
- Subcontractor invoices were paid but never gathered against the project.
- Some cost entries have no receipt attached, so they can't be verified.
- You can't see the final invoice status next to the costs the project incurred.
- Every post-project review starts by hunting for the same documents again.
The workflow
Gather the project's finances in one place
Open a project folder, record the fee, file every cost and subcontractor invoice with receipts, and keep the final invoice status alongside.
- 1
Open a project folder
Create a folder per project, e.g. 'Northwind rebrand — 2026', so everything lands in one place.
- 2
Record the fee or budget
Note the agreed project fee or budget as the revenue side of the review.
- 3
File every cost with its receipt
Record each cost entry — stock images, ad spend, print — and attach the receipt to each.
- 4
Add subcontractor invoices
Attach each subcontractor or freelancer invoice tied to the project and note what was paid.
- 5
Keep the final invoice status
Record the client invoice and its status (paid, partially paid) alongside the costs.
- 6
Review as a team
Open the folder together to read through the fee, costs, and statuses and see where money went.
Record structure
What to record for each project
A consistent set of records makes the team review meaningful and verifiable.
- Project name and client
- What the project is and who it's for.
- Agreed fee or budget
- The revenue side of the project, recorded for review.
- Cost entries
- Each cost by category, date, vendor, and amount.
- Receipts (attached)
- A receipt attached to every cost entry so it can be verified.
- Subcontractor invoices
- Each freelancer or subcontractor invoice tied to the project.
- Final client invoice
- The invoice billed to the client for the project.
- Invoice status
- Whether the client invoice is sent, partially paid, or paid.
- Review notes
- The team's hand-written observations from the cost review.
Example setup
An example project cost folder
One way to gather a project's finances for review inside your workspace.
Northwind rebrand — costs
Every cost entry with category, vendor, amount, and an attached receipt.
Northwind rebrand — subcontractors
Freelance illustrator and copywriter invoices attached, with amounts paid.
Common mistakes
Mistakes to avoid
- Reviewing a project without the receipts, so costs can't be verified.
- Leaving subcontractor invoices in email instead of in the project folder.
- Mixing costs from two projects in one folder so the picture is muddled.
- Reviewing costs without recording the fee, so there's nothing to compare against.
- Expecting the workspace to calculate profit — it keeps records side by side for you to read, not a computed margin.
How it helps
How Cash Workspace helps
One folder per project
Gather the fee, costs, subcontractor invoices, and final invoice status in a single project folder.
Receipts with every cost
Attach a receipt to each cost entry so the review rests on verifiable records.
Revenue and costs side by side
Keep the fee and the costs together for the team to read — without any automated profit calculation.
Related
Related project cost workflows
Budget vs actual records
Keep budgeted and actual cost records side by side.
Client cost organizer
Organize costs per client across projects.
Receipts by project
File receipts organized per project.
Subcontractor payments
Record subcontractor invoices and amounts paid.
All finance workflows
Browse the full Cash Workspace workflow library.
FAQ
Project cost records FAQ
- Does Cash Workspace calculate project profit?
- No. It gathers the fee, cost entries, subcontractor invoices, and final invoice status in one folder so your team can review them side by side. It does not compute profit, margin, or ROI.
- What should I attach to each cost entry?
- The receipt or vendor invoice for that cost, so every figure in the review can be verified against a document.
- Can I review several projects this way?
- Yes. Keep one folder per project so each review draws on that project's own fee, costs, and statuses without mixing.
Organizing help — not tax, accounting, or legal guidance
Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.
Put a project's whole cost picture in one folder
Start a free workspace and gather each project's fee, costs, receipts, and subcontractor invoices in one folder, so your team can review by hand where the money went.