Client CRM & Pipeline
A Notion-based CRM system designed for freelancers to track leads, manage proposals, monitor active projects, and maintain client relationships — all in one workspace. No expensive SaaS subscriptions required.
What's Included
| File | Description |
|---|---|
crm-database-template.md | Complete Notion database schema with properties |
pipeline-views.md | Board, table, and calendar view configurations |
lead-capture-form.md | Intake form template for new leads |
proposal-tracker.md | Proposal status workflow with follow-up sequences |
client-record-template.md | Individual client profile template |
automation-recipes.md | Notion formula and automation setup guide |
config.example.yaml | Configuration for pipeline stage definitions |
Quick Start
Extract the ZIP archive
Opencrm-database-template.md— it contains the full database schema
Create a Notion database with the specified properties
Configure views usingpipeline-views.mdas your guide
Import your existing contacts using the provided CSV format
Set up automations for status change notifications
Template Examples
CRM Database Schema
Database: Client Pipeline
Properties:
┌─────────────────┬──────────────┬─────────────────────────────────────┐
│ Property │ Type │ Options / Formula │
├─────────────────┼──────────────┼─────────────────────────────────────┤
│ Client Name │ Title │ — │
│ Stage │ Select │ Lead → Contacted → Proposal Sent → │
│ │ │ Negotiation → Won → Active → Done │
│ Deal Value │ Number │ Currency format │
│ Service Type │ Multi-select │ Web Dev, Design, Consulting, SEO │
│ Contact Email │ Email │ — │
│ Next Follow-up │ Date │ With reminder │
│ Lead Source │ Select │ Referral, Website, Social, Cold │
│ Priority │ Select │ Hot, Warm, Cold │
│ Days in Stage │ Formula │ dateBetween(now(), prop("Stage │
│ │ │ Changed"), "days") │
│ Estimated Close │ Date │ — │
│ Notes │ Text │ Rich text enabled │
└─────────────────┴──────────────┴─────────────────────────────────────┘
Pipeline Board View
┌──────────┐ ┌──────────┐ ┌──────────┐ ┌──────────┐ ┌──────────┐
│ LEAD │ │ PROPOSAL │ │NEGOTIATION│ │ WON │ │ ACTIVE │
│ │ │ SENT │ │ │ │ │ │ │
│ ┌──────┐ │ │ ┌──────┐ │ │ ┌──────┐ │ │ ┌──────┐ │ │ ┌──────┐ │
│ │Acme │ │ │ │DataCo│ │ │ │Widget│ │ │ │NewCo │ │ │ │RetCo │ │
│ │$5,000│ │ │ │$8,000│ │ │ │$12k │ │ │ │$3,500│ │ │ │$2k/mo│ │
│ │Web │ │ │ │SEO │ │ │ │App │ │ │ │Design│ │ │ │Maint │ │
│ └──────┘ │ │ └──────┘ │ │ └──────┘ │ │ └──────┘ │ │ └──────┘ │
└──────────┘ └──────────┘ └──────────┘ └──────────┘ └──────────┘
Follow-Up Sequence Template
## Follow-Up Cadence by Stage
### Lead → Contacted (within 24 hours)
- Day 0: Initial response email (use Welcome Template A)
- Day 1: Send portfolio link + relevant case study
### Contacted → Proposal Sent (within 3-5 days)
- Day 3: Send proposal with 2 pricing options
- Day 5: "Just checking in" follow-up if no response
- Day 10: Final follow-up with deadline incentive
### Proposal Sent → Won/Lost (within 14 days)
- Day 7: Phone/video call to discuss questions
- Day 14: Decision deadline — ask for yes/no
- Day 21: Archive as Lost if no response (send breakup email)
Pipeline Metrics Dashboard
## Weekly Pipeline Review
| Metric | This Week | Last Week | Trend |
|---------------------------|-----------|-----------|-------|
| New leads added | ___ | ___ | ↑↓→ |
| Proposals sent | ___ | ___ | ↑↓→ |
| Win rate (%) | ___% | ___% | ↑↓→ |
| Average deal size | $____ | $____ | ↑↓→ |
| Pipeline total value | $____ | $____ | ↑↓→ |
| Avg days to close | ___ | ___ | ↑↓→ |
| Leads with no follow-up | ___ | ___ | ↑↓→ |
Usage Tips
Update daily. Move cards through stages as soon as status changes
Set follow-up dates. Never leave a lead without a scheduled next action
Tag lead sources. After 6 months you'll see which channels generate the best clients
Archive, don't delete. Lost deals may resurface — keep the history
Review weekly. Spend 15 minutes every Monday reviewing your pipeline
Best Practices
Qualify leads early. Use the intake form to filter out poor-fit prospects
Track deal value from day one. Even rough estimates improve forecasting
Use the priority system. Hot leads get same-day responses
Document every interaction in notes. Future-you will thank present-you
Set win/loss reasons. Pattern recognition helps you improve proposals
Clean up monthly. Move stale leads (30+ days no activity) to a "Dormant" stage
This is 1 of 11 resources in the Freelancer Toolkit Pro toolkit. Get the complete [Client CRM & Pipeline] with all files, templates, and documentation for $29.
Or grab the entire Freelancer Toolkit Pro bundle (11 products) for $149 — save 30%.