Applicant Tracker
Every application filed, and every applicant answered
Client Tracker: Client work in one place, with the Friday update drafted
Free to start · Invites go out in batches
- Project tools like Asana or Trello
- The Friday status email
- Call notes in a notebook
What's included
4 lists of records, 2 automations and 1 document. Every automation works from the records you keep here, so a change made once is the one they all see.
Your records
Every list as your copy starts it: its fields, and sample records you can clear in one go.
| Name | Primary Contact | Status | Notes | |
|---|---|---|---|---|
Meridian Software | Renata Alves | renata@meridian.example | Active | Monthly retainer plus the website rebuild. Renata signs off everything herself, usually within two days. |
Northwind Trading | Dana Okafor | dana@northwind.example | Active | Phase 2 starts once phase 1 is signed off. Their IT team is slow; put requests in writing. |
Ridgeline Outdoors | Nadia Brandt | nadia@ridgeline.example | Active | Busy season starts in a month, so everything is dated around it. |
Bloom & Birch | Jo Whitfield | jo@bloomandbirch.example | Active | Two flower shops. Jo prefers a call to email. |
Tidepool Labs | Omar Haddad | omar@tidepool.example | Paused | Paused for their funding round. Expected back in the autumn. |
Vantage Freight | Grace Mbeki | grace@vantagefreight.example | Prospect | Scoping call done. Proposal sent, waiting on their buying team. |
- Open Engagements, Rollup
| Name | Client | Type | Started On | Ends On |
|---|---|---|---|---|
Monthly retainer | Meridian Software | Retainer | 6 months ago | In 10 days |
Website rebuild | Meridian Software | Project | 6 weeks ago | In 3 weeks |
Order desk consolidation | Northwind Trading | Project | 8 weeks ago | In 12 days |
Season planning setup | Ridgeline Outdoors | Project | 4 weeks ago | In 4 weeks |
Stock tracking | Bloom & Birch | Ad hoc | 3 weeks ago | In 5 days |
Sample tracking | Tidepool Labs | Project | 3 months ago | 4 weeks ago |
- Rate, Currency
- Hours Committed, Rollup
- Scope, Long text
| Name | Status | Due Date | Engagement | Estimated Hours |
|---|---|---|---|---|
Homepage design | With client | 2 days ago | Website rebuild | 12.0 |
Move existing content across | Not started | In 9 days | Website rebuild | 8.0 |
Pricing page build | In progress | In 3 days | Website rebuild | 10.0 |
Handover training session | Not started | In 3 weeks | Website rebuild | 3.0 |
Monthly tools review | In progress | In 6 days | Monthly retainer | 6.0 |
Order desk data plan | Approved | 3 weeks ago | Order desk consolidation | 16.0 |
- Owner, User
- Blocked On, Text
- Notes, Long text
| Summary | Kind | Client | Engagement | Occurred At |
|---|---|---|---|---|
Kickoff call: agreed to work in phases | Decision | Meridian Software | Website rebuild | 6 weeks ago, 10:00 AM |
Added a pricing page | Scope change | Meridian Software | Website rebuild | 12 days ago, 2:30 PM |
Homepage sent for sign-off | General | Meridian Software | Website rebuild | 4 days ago, 4:00 PM |
Monthly retainer check-in | Call | Meridian Software | Monthly retainer | 6 days ago, 11:00 AM |
Phase 1 testing held up by their setup | Call | Northwind Trading | Order desk consolidation | 2 days ago, 9:30 AM |
Phase 2 starts once phase 1 is signed off | Decision | Northwind Trading | Order desk consolidation | 9 days ago, 3:00 PM |
- Detail, Long text
What runs on its own
Every automation that starts by itself installs switched off.
Friday client digest
Runs on its ownEvery Friday afternoon, a short status for each active client that you could forward with light edits. A quiet week sends nothing.
Flag slipped deliverables
Runs on its ownEach weekday morning, names anything past its due date or blocked on the client, and retainers ending within 14 days. A morning with nothing to flag sends nothing.
Documents to run it by
- Guide
How Client Tracker works
What's in Client Tracker, what runs for you and when, what it never does, and your first week.
Set up in 6 steps
Client Tracker keeps your client work in one place: each client, the work you're doing for them, what's due and when, and what was agreed. Each weekday morning it tells you what has slipped, and on Fridays it writes a status for each client you could forward. It arrives with sample data so you can see it working. These steps make it yours.
Learn how it works
What's in it, what runs for you and when, and a routine for your first week.
Add your clients
The businesses you work for, and your main contact at each.
Add the work you have on
Each piece of work with its dates, rate and scope, and what's due next.
Log your last client call
Tell Cheqq what was said. It files the call, and each decision and scope change on its own.
Check what's due
Your deliverables board: move each one along as the work does.
Turn it on
Switch on the morning check and the Friday digest. Nothing is ever sent to a client.
Before and after
Clients, engagements, deliverables and call notes live in one place, and every Friday at 4 you get a status for each active client: what was approved, what's in progress and when it's due, and what you're waiting on them for. Each weekday at 8, anything overdue or blocked is named, along with retainers ending in the next two weeks.
Today
Client work lives in five places: a task board, a spreadsheet of rates, email for approvals, a notebook for calls, and your memory for what each client still owes you.
Friday afternoon goes on status emails pieced together from all of them. A scope change agreed on a call three weeks ago is nowhere in writing when the invoice goes out, and a deliverable that slipped last week gets described as nearly done.
With Client Tracker
Each client has engagements, each engagement has deliverables, and each deliverable has a status, a due date, an owner and estimated hours that add up on its engagement. With client and Blocked are separate columns on the board, and the Blocked on field says what you're waiting for, so it's clear whose move it is.
Tell Cheqq about a call and it's logged as a note against the right client, with any decision or scope change filed as a note of its own. The pricing page added halfway through a project is written down before the invoice, not remembered after it.
Every Friday at 4, you get a status for each active client: what was approved, what's in progress and when it's due, and what you're waiting on them for, with real dates and slipped deadlines called slipped. It's written for you to edit and forward; nothing is sent to a client. Each weekday at 8, anything overdue or blocked is listed, oldest first, with any retainer ending within 14 days, in time to talk about what's next. The Overdue view keeps late work in one place between mornings.
How it works
Structure the work
Every deliverable belongs to an engagement and every engagement to a client, with estimated hours adding up on each engagement so the load is visible.
Calls become record
Describe a call and it logs the note, pulling decisions and scope changes out as their own entries — scope creep only exists if it is written down.
Friday writes itself
A per-client status you could forward with light editing: what shipped, what is in flight, and what you are waiting on them for.
What it replaces
Project tools like Asana or Trello
If what you need is deliverables, due dates and a weekly status per client, not task dependencies or time tracking, this does it with less to maintain.
The Friday status email
It's drafted from your records at 4 every Friday, so you edit and forward it instead of writing it from memory.
Call notes in a notebook
Decisions and scope changes are filed against the client, where they can be found at invoice time.
Change it by asking
Once it's yours, describe a change the way you'd ask a colleague, and Cheqq makes it.
- Move the Friday status to Thursday at 3
- Warn me 30 days before a retainer ends, not 14
- Add a Budget field to Engagements
- Log a call with Meridian: they approved the homepage
- Which deliverables are waiting on the client right now?
- Send the weekday slipped-work list to Alex too
Questions about Client Tracker
How does work get into Client Tracker?
You add it, or ask Cheqq to. Create clients, engagements and deliverables on the board, import them from a CSV, or describe them in a sentence. Calls are logged the same way: tell Cheqq what was said, and the note is filed against the client. Getting started takes you through your clients, the work you have on and your last call.
Who is it for?
An independent consultant or freelancer keeping a handful of clients on track. If you run a studio with a team, leads, invoices and a portal for clients, start from the Agency template instead.
Does it email my clients?
No. The Friday status comes to you, in Cheqq and by email unless you turn that off, written so you could forward it with light editing. Nothing reaches a client unless you send it.
What goes into the Friday status?
For each active client: what was approved, what's in progress with its due date, and what you're waiting on them for, taken from the Blocked on field. It uses real dates rather than “soon”, calls a late deliverable late, leaves out clients with nothing new and nothing open, and stays under 400 words.
What counts as slipped?
Any deliverable not yet Approved whose due date has passed, plus anything marked Blocked, whatever its date. Each weekday at 8 they're listed with the client, how many days late each one is and what it's blocked on, along with retainers ending within 14 days. If there's nothing to flag, you hear nothing.
Can a team use it?
Yes. Invite the people you work with, and each deliverable can have an owner, so the board shows who's doing what. The Friday status and the weekday list go to you unless you ask Cheqq to send them to others too.
Does it track time or send invoices?
No. Deliverables carry estimated hours and engagements carry a rate, but there's no timer and no invoicing in this template. Ask Cheqq to add an Actual hours field if you want to compare estimates with reality.
Can I get my data out?
Yes. Download clients, engagements, deliverables or notes as CSV or JSON whenever you need them elsewhere.
What does it cost to run?
1 of its 15 automation steps uses AI, and draws AI credits each time it runs: how many depends on the model you pick for the step. The other steps are fixed and draw none.
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Start with Client Tracker
You get your own copy: your own records and automations. Change any part of it. Or we'll set it up with you.
Free to start · Invites go out in batches