Acme — Brand Refresh
Project invoices, billable stock and font receipts, the brief, and the signed scope.
Project finance · Freelance
A finance tracker template for several projects at once
When you're running a brand refresh for one client, a retainer for another, and a one-off build for a third, their invoices and billable receipts blur together fast. You need each project's money to stay in its own lane and a single view that tells you where the open items are. This template gives you one workspace with a folder per active project — each holding that project's invoices, billable expenses, receipts, and client documents — plus a top-level status list of open invoices and uncategorized expenses.
The problem
Why several projects blur together
Each project bills differently and accrues different costs. Without a folder per project and one status list, you lose track of what's outstanding and which expense belongs where.
- A billable receipt gets tagged to the wrong client and bills the wrong project.
- You can't tell which projects still have unpaid invoices without checking each one.
- Uncategorized expenses pile up and you forget which project they were for.
- Client documents (briefs, contracts) live apart from that project's finances.
- Two projects for the same client get mixed into one folder.
The workflow
Set up one workspace for many projects
Give each active project a folder, file its money there, and keep a single status list across all of them.
- 1
Create a folder per project
Make one folder for each active project, named by client and project — e.g. 'Acme — Brand Refresh'.
- 2
File invoices to the project
Record each invoice under its project with client, amount, dates, and status, and attach the PDF.
- 3
Tag billable expenses
Record each billable expense and receipt to the project it belongs to so nothing bills the wrong client.
- 4
Keep client documents nearby
Store the brief, contract, and scope in the same project folder as its finances.
- 5
Maintain a status list
Keep a top-level list showing each project's open invoices and any uncategorized expenses.
- 6
Review weekly
Scan the status list once a week to clear uncategorized items and chase what's open.
Record structure
What to record per project item
A shared field set keeps records comparable whether they're invoices or expenses.
- Project
- The client-and-project tag the item belongs to, kept consistent so each lane stays clean.
- Item type
- Invoice or expense, so the status list can group them.
- Client
- Who the project is for, as a consistent client record.
- Amount
- The invoice or expense total and currency.
- Date
- Issue, due, or expense date depending on the item.
- Status
- For invoices: sent, paid, overdue. For expenses: categorized or uncategorized, billable or not.
- Billable flag
- Whether an expense should be passed to the client for this project.
- Document
- The invoice PDF, receipt, brief, or contract attached to the record.
Example setup
An example multi-project setup
One way to lay out three live projects inside your workspace.
Bluebird — Retainer
Monthly retainer invoices and any billable expenses, plus the retainer agreement.
Civic — Website Build
Deposit and milestone invoices, hosting receipts, and the project contract.
Open items (top level)
A status list of every open invoice and uncategorized expense across all projects.
Common mistakes
Mistakes to avoid
- Filing all invoices in one place so you can't see a single project's balance.
- Tagging a billable receipt to the wrong project and overbilling a client.
- Letting uncategorized expenses sit until you forget which project they were for.
- Keeping two projects for one client in the same folder.
- Skipping the weekly status review, so open items quietly accumulate.
How it helps
How Cash Workspace helps
A folder per project
Keep each project's invoices, expenses, receipts, and documents in their own folder so the money never crosses lanes.
A top-level status view
See open invoices and uncategorized expenses across every project in one list.
Billable tagging
Flag and tag billable expenses to the right project so they're ready to pass to the client.
Related
Related freelance and project workflows
Per-client invoice archive
Keep each client's invoices archived and findable.
Billable expense report
Organize client-billable expenses ready to pass on.
Invoice status board
See every invoice grouped by status at a glance.
Seasonal business template
Organize records by season or cycle instead of by project.
All finance workflows
Browse the full Cash Workspace workflow library.
FAQ
Multi-project tracker FAQ
- How many projects can I run in one workspace?
- As many as you have active — give each one its own folder. The top-level status list pulls open invoices and uncategorized expenses across all of them so nothing hides.
- What if one client has two projects?
- Give each project its own folder named for the client and the project, so their invoices and expenses stay separate even though the client is the same.
- Does the tracker calculate project profit?
- No. It keeps each project's invoices and expenses side by side for you to review; it does not compute profit, margin, or ROI.
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 project in its own lane
Start a free workspace and give each project a folder for its invoices, billable expenses, and documents, with one status list showing what's open across all of them.