Freelancers & Agencies Toolkit
Freelancers and small agencies do the same paperwork whether they work from Manila, Manchester, Lagos or Pune: log the hours, send a proposal, agree the terms, raise an invoice in the client's currency, chase the payment and keep enough money aside for tax.
This toolkit covers that whole cycle with Excel and Word files that let you choose your currency and date style, plus an online international invoice maker with any currency, any tax label (VAT, GST, sales tax or none) and bank details such as IBAN and SWIFT. Everything is free and stays on your own computer.
Made for: Freelance designers, developers, writers, translators, consultants, virtual assistants, video editors, marketers and small agencies billing clients at home or abroad.
What each one does
⏱️ Freelance Time Tracker & Timesheet (Excel)
Log every work session with its start and end time and the workbook does the rest: hours after breaks, the client's hourly rate and currency, the amount earned and whether it has been invoiced yet. A Summary sheet totals hours and money per client for any period, and the Timesheet sheet prints a clean list of hours for one client, ready to attach to your invoice.
- Settings: your name or agency, home currency, date style (your computer's style, DD-MM-YYYY, MM/DD/YYYY, YYYY-MM-DD or DD MMM YYYY) and the period to report
- Clients sheet: client, currency, hourly rate, contact email and billing increment, for up to 100 clients
- Time log with 1,000 rows: date, client, project, task, start, end, break minutes, billable yes/no, a rate override and an invoiced tick; hours, rate and amount calculate themselves
📇 Client & Project Tracker with Payments Due (Excel)
One place for every client and every project: what was agreed, when it is due, what you have invoiced and what has actually reached your bank. Payments are recorded as they arrive and the tracker works out each project's balance, its payment due date from the client's terms and how many days it is overdue. A Clients overview totals everything per client and writes a polite reminder you can paste into an email.
- Clients sheet: name, country, currency, contact person, email and payment terms in days (for example 14 or 30)
- Projects sheet: client, project, pricing (fixed fee, hourly, retainer or milestone), agreed fee, start date, deadline, status, invoice number, invoice date and amount invoiced
- Payments sheet: date, project, amount received and method; part payments and deposits add up automatically
💹 Freelance Income & Expense Tracker with Tax Set-Aside (Excel)
Self-employed people pay their own tax, and the bill always arrives after the money has been spent. Record each payment you receive (in any currency, converted at the rate you actually got) and each business expense. The workbook shows your profit month by month for the year, how much of it to move into a separate tax savings account at the percentage you choose, and any sales tax (VAT, GST) you collected that belongs to the tax office.
- Settings: home currency, first month of your tax year, tax set-aside percentage, date style and up to 20 expense categories you can rename
- Income sheet: date received, client, invoice number, currency, amount, exchange rate, amount in your home currency, sales tax (VAT/GST) included and net income
- Expenses sheet: date, category, supplier, description, amount and business-use percentage (for a phone or internet line that is partly personal)
📑 Project Proposal & Quote (Word)
A proposal wins work when it shows the client you understood their problem and makes saying yes easy. This Word template walks through the sections clients look for: their goals in their words, your approach, exactly what is and is not included, the timeline, the price with a payment schedule in any currency, and a short acceptance block they can sign. Replace the words in [brackets] and send it as PDF.
- Cover with project name, client, proposal number, date and how long the price is valid
- Understanding of the client's goals and your proposed approach
- Scope table with deliverables and what is included, plus an "Out of scope" list to prevent misunderstandings
🤝 Freelance Service Agreement Draft (Word)
A plain-English starting draft of an independent contractor agreement between a freelancer (or agency) and a client. It covers the points that cause most disputes: what exactly is being delivered, the fee and currency, when payment is due and what happens if it is late, how many revisions are included, who owns the work and when, confidentiality, and how either side can end the agreement. It is a draft to adapt and check with a local lawyer, not legal advice.
- Parties, start date and the independent contractor relationship (no employment)
- Services and deliverables, with a schedule table you fill in or attach your proposal
- Fees in any currency, deposit, invoicing, payment terms, late payment and transfer fees
⚡ Online International Invoice Maker
An invoice for clients in any country, in a minute. Pick the currency (US dollar, euro, pound, rupee, dirham and many more), the date style and the tax label your country uses with its rate, or no tax at all. Add hours, days or fixed items; the invoice works out the due date from your payment terms, totals the tax and shows your bank details, IBAN, SWIFT/BIC and a payment reference. Your details stay saved on this device only.
- Currency picker with the right symbol and decimals for each currency (for example no decimals for Japanese yen)
- Tax label and percentage: VAT, GST, sales tax, HST, IVA, MwSt or none; untick tax on any line
- Date style choice: DD/MM/YYYY, MM/DD/YYYY, YYYY-MM-DD and more; due date from payment terms (due on receipt, Net 7 up to Net 60)
Good to know
- Every template is free and contains no macros, so it opens without security warnings.
- Yellow cells are for typing; grey cells calculate by themselves and are protected against accidental overwriting (Review › Unprotect Sheet, no password).
- Online tools keep your details only in this browser on this device. Nothing is uploaded.
- Tax rates and statutory limits mentioned in these files are a help, not advice: check the current rules before relying on them.