Acme Co — agreements
Master services agreement, the current SOW, and two amendments, each with its effective date.
Freelance finance · Contracts
One folder for every signed agreement
When a client disputes scope or you need to check a kill fee, the worst time to hunt for the signed contract is mid-conversation. A dedicated contract folder — every master agreement, statement of work, and amendment, tagged by client and effective date — means the answer is one click away. Cash Workspace lets you attach each signed document to a client record so agreements stay separate from invoices and expenses.
The problem
Why signed contracts go missing
Contracts arrive as email attachments, e-signature links, and scanned PDFs, then scatter. Without one home, the version you signed and the version you think you signed drift apart.
- The signed PDF is buried in a months-old email thread you can't find under deadline.
- Three SOWs exist for one client and you're not sure which is current.
- An amendment changed the rate but the original contract is what you keep re-reading.
- You can't quickly tell which clients have a contract on file and which never signed.
- An e-signature link expired and you never saved the completed copy.
The workflow
Capture and keep every agreement
Save the signed copy the moment it's executed, tag it, and keep the chain of amendments together.
- 1
Save the executed copy
The instant a contract is signed by both sides, download the final PDF — don't rely on the e-signature link staying live — and attach it to the client's record.
- 2
Tag client and effective date
Record the client and the date the agreement takes effect so contracts sort by client and you can see what was in force when.
- 3
Mark the document type
Label each one master agreement, statement of work, amendment, or NDA so the current SOW is obvious.
- 4
Link amendments to the original
Note on each amendment which agreement it changes, so the full chain reads in order.
- 5
Flag what's unsigned
Keep a note for any agreement still awaiting a signature so nothing starts work without a contract on file.
Record structure
What to record for each contract
A consistent set of fields makes the right agreement and version easy to surface.
- Client
- The consistent client name the agreement is with.
- Document type
- Master agreement, statement of work, amendment, NDA, or renewal.
- Effective date
- The date the agreement takes effect, so terms map to the right period.
- End or review date
- When a term ends or renews, so you can spot what's expiring.
- Status
- Draft, sent for signature, fully executed, or superseded.
- Key terms note
- A short note on rate, scope, payment terms, or kill fee for quick reference.
- Replaces / replaced by
- Which prior version this supersedes, or which amendment supersedes it.
- Signed PDF
- The fully executed copy attached to the record.
Example setup
An example contract folder
One way to keep agreements grouped by client inside your workspace.
Blue Studio — agreements
Signed SOW for the rebrand project plus a mutual NDA.
Awaiting signature
Drafts sent out but not yet executed, so nothing falls through before work begins.
Superseded
Old SOWs and prior versions kept for reference but clearly marked as no longer current.
Common mistakes
Mistakes to avoid
- Keeping only the e-signature link instead of the saved executed PDF.
- Mixing contracts in with invoices so the agreement is hard to isolate.
- Leaving several SOWs with no marker for which is current.
- Filing amendments without noting which contract they change.
- Starting work before the signed copy is on file.
How it helps
How Cash Workspace helps
Client records
Keep each client's agreements grouped under one consistent record, separate from money records.
Attached signed copies
Attach the executed PDF to its record so the document and its terms note stay together.
Document folders
File contracts, SOWs, and amendments in their own area so they don't mix with invoices or receipts.
Status and date notes
Note effective dates and which version is current so the right agreement surfaces fast.
Related
Related freelance finance workflows
New client intake folder
Capture the contract along with the rest of a new client's documents.
Client contact and rate records
Keep agreed rates and contacts beside the signed agreement.
Document folder structure
Fit contracts into your overall year-client-type tree.
Foreign client documents
Organize agreements and tax forms for overseas clients.
All finance workflows
Browse the full Cash Workspace workflow library.
FAQ
Contract folder FAQ
- Should contracts be stored separately from invoices?
- Yes — keeping agreements on their own branch means you can pull up scope and terms without wading through billing records, while still tagging both to the same client.
- How do I track which SOW is current?
- Mark each as executed or superseded and note an effective date; link every amendment to the agreement it changes so the current version is unambiguous.
- Does Cash Workspace store the signed files?
- You attach the executed PDF to the client's record; Cash Workspace keeps that document with its client, type, and date so any agreement stays findable.
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 agreement one click away
Start a free workspace and file each signed contract, SOW, and amendment by client and effective date so the right version is always at hand.