10 essential workflows for freelancers
Automate your tasks. Focus on your clients. Ten workflows that take the admin out of winning work, delivering it and getting paid, explained step by step so you can set them up with n8n or the tools you already use.
- 16 pages
- 10 workflows
- Human approval built in
In this playbook you will:
- Reply to every new lead quickly, with a reply you checked
- Turn a brief into a proposal and an invoice without retyping
- Keep a human check on anything that goes to a client
Ten workflows, from first email to final payment
Each workflow follows the life of a client project. For every one you get the trigger, the steps, example tools and the point where you stay in control.
Win clients 01–04
- 01
Lead capture to CRM
Every form, email or DM enquiry lands in one list with its source.
- 02
Instant first reply
A drafted answer to each new enquiry, ready for you to check and send.
- 03
Discovery call booking
Qualified leads get your calendar link, a reminder and a short prep form.
- 04
Proposal from a brief
Call notes turned into a first proposal draft using your own template.
Deliver 05–07
- 05
Contract and signature follow-up
Send, track and nudge until the contract is signed.
- 06
Client onboarding pack
Welcome email, shared folder and kick-off checklist created in one go.
- 07
Weekly status update
A short progress note drafted from your tasks, for you to review each Friday.
Get paid 08–10
- 08
Invoice and payment reminders
Invoices issued on time, polite reminders sent before you have to chase.
- 09
Receipts to bookkeeping
Expense receipts sorted and sent to your accountant or gestoría every month.
- 10
Review request after delivery
Ask happy clients for a testimonial at the right moment, never twice.
Every workflow on one clear page
The trigger, the steps in order, the tools you need and the moment a human approves. Read it once, then build it.
Get the 10 workflowsGet paid without chasing
- Trigger: project marked as deliveredIn your CRM or task board
- Invoice drafted from the proposalAmounts and client details reused, no retyping
- You check and approveNothing reaches the client without your OK
- Invoice sent, due date trackedFriendly reminder before and after the due date
- n8n
- Google Sheets
- Gmail
- Your invoicing tool
Made for freelancers who'd rather do the work
Freelancers and autónomos
Quotes, invoices and follow-ups eat your evenings. Start with the three that cost you the most time.
Consultants and coaches
Bookings, prep forms and session notes that organise themselves around your calendar.
Creatives and small studios
Onboard clients and share progress the same way every time, without the copy-paste.