Manage your freelance pipeline better for free with this template

freelance pipeline sales crm template how to
Kaila's note: This post is specifically about how to use this Airtable template I've created. If you've never used Airtable before, first of all reevaluate your life, then check out their tutorials to help you get started. Then come back here. Don't worry, I'll wait.

So Airtable is basically my life. But actually. I use it for everything. Today, I wanted to share my self-made CRM slash Sales Funnel management system because it’s worked quite well for me thus far.

Click below to get a copy of my template and follow along!


I’ve set it up into 5 tabs – Opportunities, Interactions, Accounts, Contacts, and Feedback. 

This is a pretty holistic view of every part of a deal I might be working and the relevant info. I can follow an application all the way through with the communications I’ve sent, meetings, who I talked to and when, potentially what the job is worth, when the proposal is due back, and more. 

Furthermore, it's totally scaleable so I can follow multiple accounts or application at different stages in my pipe and not get anything lost.

Protip: If you really wanna be a badass, hook it up with Zapier to automate processes like adding new Interaction records from Google Calendar meetings and emails or setting reminders to follow up.

Okay, so let's break this down.


This is exactly what it sounds like. All the gigs I apply for or have in my pipe go here. Name the categories whatever makes sense for you, but my process stages are:

  • Introduction / Application
    Anything I apply for or when referrals come to me. This is the very beginning stage or initial consultation.
  • Quote / Proposal
    I move records here after the initial consultation and it’s time to give a quote or write up a proposal.
  • Negotiations
    Clients in this stage have approved the proposal or contract and we're just negotiating the terms. These guys are allllmost at the finish line.
  • Closed – Lost
    Pretty self-explanatory. There will be a LOT of these.
  • Closed – Won
    This is what we're aiming for, people.


This is where I keep track of all the communications I have with clients. I record important emails, meetings, and phone calls with who and when.

Details of a Zap I hooked up to auto-populate the highlighted record.

I automate meetings clients book with me to appear here so all I have to do is link it up to the corresponding Opportunity and Account.


Pretty self-explanatory as well, I believe, but here is where I put all the companies I work with and the relevant info like size, website, LinkedIn, etc. etc.


Lastly, here’s the mini address book of the whole thing to tie it all together. I keep track of names, email addresses, and phone numbers of all the people I communicate with.

You never know when you'll need to reach back out to them down the line! #roladex


This is a critical step of a freelancing project often forgotten -- asking for feedback. How can you improve if you don't know how you did?

I made a little survey that asks all the right questions and even for a testimonial so you can build your social proof. Send this bad boy after your final invoice and blow your client's mind.

How it works

Because all the info is linked together, I can open any record on any table and see info from the other tables without clicking into them.

For example, let’s say I was applying to other gigs working in the Opportunities table and remembered I needed to call Brad about his job. But darn it, I don’t have his number in front of me.

All I’d have to do is click into his name on the job associated to him and BLOOP up pops all his info from the Contacts table. Magical.

The even betterest best part of using Airtable is Views. Views allow you to cut and sort the same data virtually infinite ways within the same table. I have the most in Opportunities, so let’s use that example.

The Master list is all the things all at once. Because obviously. Then I slice it up by Top of Funnel and Bottom of Funnel. Top of Funnel is Intro and Quote stages, and Bottom of Funnel is Contract Negotiations and Won/Lost deals.

Master view; drop-down view options

Personally, I filter the Lost deals out and put them in their own view mostly because I don’t want to stare at all my failure, but also because there’s a lot of them and it takes up a lot of space.

Final thoughts

That's pretty much it! I've included lots of extra info and explanations inside the template on each column if you get stuck. If you need more help, shoot me an email here. Then @ me later with all your success. 

Didn't get the template yet? Do it now!


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