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Maintain the independence and creativity you've cultivated as a freelancer, while also centralizing your schedule and communication with your client base.
Start with Structure
ClickUp utilizes a unique Hierarchy structure to ensure that every action item in your workflow has a clear purpose. There are several possibilities for how you could build your hierarchy as a freelancer, but here are the most popular:
Your ClickUp Workplace represents your overarching organization, and serves as the overall container for your different workflows. We recommend creating one Workplace to manage all of your freelancing gigs, as that's the best way to maintain an overview of everything you're working on.
Spaces are at the very top of the ClickUp hierarchy, and are the first organizational level that you encounter within your Workplace. Name your Space, "Professional work" to manage all of your different gigs. This is an ideal way to have a clear overview of all that you’re working on at a given time. You can even add a separate Space if you wish to manage personal goals and tasks separately.
We've already set up the structure for you in our ready-to-use freelancing Folder template. Use this and get to work immediately!
Here we'll name our Folder, "Freelancing," to easily categorize and manage our gigs.
Now let's break down the Folder into separate Lists to represent the different time frames for your gigs.
In our Freelancing template, your Lists are called, "This Month," "Next Month," and "TBD" for gigs that do not yet have a date set in place.
Now you’ll be able to get down to the specifics by adding tasks to your workflow. Tasks represent the concrete action items you’ll need to complete to check off Lists and Folders.
In "This Month's" List you might have specific tasks dedicated to this week which can be denoted by Custom Fields.
The best thing about tasks is that they can be completely customized depending on how you want to meet your productivity goals!
If you’d like to see how to work with clients in ClickUp, check out this doc and video.
Helpful tip: If you need to share information with a client, you are able to make Folders, Lists, and tasks private to determine who can see them.
Important Features and Integrations
Custom Fields: Create a unique task field to manage client contact information, dates, budgets, or really anything you can imagine.
List Colors and Labels: Customize List colors with text labels to use colors as statuses, tags, or anything that helps you stay organized.
Important: only Workplace admins can adjust colors and labels for your Workplace.
Time Tracking: Keep track of hours worked so you can get paid! Our integrations with Clockify and Timely even include free invoicing tools so you can send your client a total for hours spent on a task.
Tags: The beauty of tags is that they can capture information about a task that is not always evident in your hierarchy structure. Tags can provide much needed clarity for freelance workflows, since these tasks involve both diligent preparation and spontaneous creative thinking.
Calendar View: Visualize imminent start and due dates in ClickUp's Calendar View. You can even sync your ClickUp tasks directly to your Google Calendar for viewing on the go! Any changes made to these tasks from Google Calendar will also be reflected in ClickUp.
Comment Threads: There's no need to use a separate chat tool to talk to your clients. With comment threads, you can communicate with clients at the task and List levels to make sure nothing slips through the cracks.
Reporting: Visualize the time spent on tasks as well as tasks completed within a specified period of time. You can even export your reports to share with clients outside of ClickUp.