What client details should I keep on file?

Most freelancers keep the billing email and address, the agreed rate, payment terms, and billing currency, plus a note for any rate changes. Cash Workspace stores these in one record per client.

How do I handle a rate that changes mid-engagement?

Update the client record with the new rate and note the effective date, keeping the old rate as a note. That way past invoices still make sense and future ones use the right figure.

Can I see all of a client's invoices from their record?

Yes. You link the client's invoices and expenses to their record, so the contact details, rate, and full billing history sit together in one view.

Cash Workspace

Use the Freelancer template

Freelance finance · Client records

Keep each client's rate and contact details on file

When every client has a different rate, currency, and payment term, working from memory leads to under-billing and awkward 'what was our rate again?' emails. A single client record holding contact, rate, terms, and currency keeps billing consistent and quick. Cash Workspace gives you one place to record each client's details and link them to that client's invoices and expenses.

Start a free workspace See the new client intake folder

The problem

Why per-client rates and contacts get muddled

Rates and terms vary by client and change over time, and the details live in old emails. Without one record per client, billing slows down and slips.

You can't remember a client's agreed rate without scrolling old messages.
An invoice goes to the wrong email or billing address.
Payment terms differ per client and you mix them up.
A client is billed in the wrong currency.
A rate change was agreed but never written down.

The workflow

Keep one record per client current

Create a client record at the start and update it whenever a rate, contact, or term changes.

1
Create the client record
Add the client with billing email, address, agreed rate, payment terms, and currency.
2
Link invoices and expenses
Attach the client's invoices and any client-related expenses to the record so everything is in one view.
3
Note rate changes
When a rate or term changes, update the record and note the effective date so old and new are clear.
4
Check before invoicing
Glance at the record before each invoice to confirm rate, currency, and contact are right.
5
Review periodically
Scan your client records now and then to catch stale contacts or undocumented rate changes.

Record structure

What to record for each client

A consistent set of fields keeps billing accurate and every client's details one click away.

Client name: The client, kept as a consistent record everything links to.
Billing email: The exact address invoices should go to.
Billing address: The address for the invoice header, kept current.
Agreed rate: The hourly, fixed, or retainer rate you agreed, with units.
Payment terms: When invoices are due, e.g. net 14, net 30, or on receipt.
Currency: The currency you bill this client in, so invoices are never in the wrong one.
Rate-change note: Any change to the rate or terms, with its effective date.
Linked invoices and expenses: The client's invoices and expenses attached to the record for one full view.

Example setup

An example client record setup

One way to organize per-client details inside your workspace.

Active clients

A record per current client with contact, rate, terms, currency, and linked invoices.

Rate history notes

Short notes of past and current rates per client, each with an effective date.

Past clients

Records for clients you no longer work with, kept for reference and history.

Common mistakes

Mistakes to avoid

Keeping rates only in your head or in old emails.
Sending invoices to an outdated billing email or address.
Applying the wrong payment terms because they vary by client.
Billing a client in the wrong currency.
Agreeing a rate change but never noting its effective date.

How it helps

How Cash Workspace helps

One record per client

Keep each client's contact, rate, terms, and currency in a single consistent record.

Linked invoices and expenses

Attach the client's invoices and expenses so their full picture is in one place.

Rate changes noted

Record rate and term changes with effective dates so old and new are both clear.

New client intake folder

Set up a clean records folder when a client signs.

Payment terms record

Keep each client's payment terms on file.

Income-by-client records

Review recorded income grouped by client.

Per-client invoice archive

Keep each client's invoices archived together.

All finance workflows

Browse the full Cash Workspace workflow library.

FAQ

Client contact and rate records FAQ

What client details should I keep on file?: Most freelancers keep the billing email and address, the agreed rate, payment terms, and billing currency, plus a note for any rate changes. Cash Workspace stores these in one record per client.
How do I handle a rate that changes mid-engagement?: Update the client record with the new rate and note the effective date, keeping the old rate as a note. That way past invoices still make sense and future ones use the right figure.
Can I see all of a client's invoices from their record?: Yes. You link the client's invoices and expenses to their record, so the contact details, rate, and full billing history sit together in one view.

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.

Keep every client's rate and contact one click away

Start a free workspace and keep one record per client with their contact, rate, terms, and currency so billing stays consistent across every engagement.