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Freelancer Project Tracker · Available now

Know what was delivered, approved and collected.

Freelancer Project Tracker keeps client terms, engagement budgets, delivery entries, time, expenses and milestone payments in one working record. A delivery lead can follow an active engagement from its client and assigned manager through submitted work, approved service value, milestone invoices and received payments.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewActive Engagements
Freelancer Project Tracker · Engagements

Active Engagements

completion waits for the engagement manager

New engagement
Engagements in view
6
Total contract value
3,590
Active
6
End date within 14 days
2
Engagement codeEngagement nameClientEngagement managerEnd dateContract value
ENG-HARBOR-26Harborfield website refreshRivergate Parts StudioNadia Petrova29 Oct930
ENG-CEDAR-26Cedar Lane packaging designMapleview Outdoor SupplyNadia Petrova11 Oct370
ENG-NORTH-26Northline customer portalMapleview Outdoor SupplyOmar Haddad02 Nov590
ENG-WILLOW-26Willow Works annual reportWillow Works FoundationLucia Santos22 Oct500
ENG-MAPLE-26Mapleview brand photographyRivergate Parts StudioElena Ruiz15 Oct780
6 of 6 records
ENG-HARBOR-26Engagements · ENG-10489
Active
Engagement nameHarborfield website refresh
ClientRivergate Parts Studio
Engagement managerNadia Petrova
End date29 Oct
Contract value930
Milestone reviewENG-10489 · ENG-HARBOR-26

Engagement Manager decides whether the deliverable is ready for billing.

Waiting for Engagement Manager
ApproveReturn
Example screen with sample data
Tables, ready to use
13
Saved views
16
Roles with set permissions
6
Reports and dashboards
9
Features

See every engagement in context

Every feature works on the same records. Pick one to see the screen your team works in.

Clients and engagements

Set client terms, contract value and an accountable manager before delivery starts.

  • Client terms
  • Scope and dates
  • Ownership
  • Clients
  • Engagements
  • Organizations
  • Team members
Explore clients and engagements
OverviewActive Clients
Freelancer Project Tracker · Clients and engagements

Active Clients

Completion waits for the engagement manager

New
Client codeClient nameBilling termsAccount ownerStatus
CL-HARBOR-01Harborfield Home GoodsNet 15Lucia SantosActive
CL-CEDAR-02Cedar Lane ProvisionsNet 30Elena RuizActive
CL-NORTH-03Northline Workshop Co.Net 45Farah RahmanActive
CL-WILLOW-04Willow Works FoundationNet 60Aisha BelloActive
CL-MAPLE-05Mapleview Outdoor SupplyDue on ReceiptElena RuizActive
6 of 6 records
CL-HARBOR-01Clients · CLN-46917
Net 15
Client nameHarborfield Home Goods
Account ownerLucia Santos
StatusActive
Example screen with sample data
Process

From scope to collected payment

Engagement to collection ships ready to use. One step needs a named approval before the work moves on: Milestone review (Engagement Manager).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Engagement setup

    Set client, contract value, budget and manager.

    ENG-HARBOR-26ENG-10489 · Engagement Manager
    Engagement setupBy Engagement Manager

  2. Service delivery

    Record work against the engagement.

    ENG-HARBOR-26ENG-10489 · Consultant
    Service deliveryBy Consultant

  3. Service approval

    Check submitted billable work and record the result.

    ENG-HARBOR-26ENG-10489 · Consultant
    Service approvalBy Consultant

  4. Milestone review

    Approve the deliverable for billing.

    ENG-HARBOR-26ENG-10489 · Engagement Manager
    Milestone reviewBy Engagement Manager
    ApprovalEngagement Manager decides whether the deliverable is ready for billing.

  5. Milestone invoice

    Check amount and engagement before invoice status changes.

    ENG-HARBOR-26ENG-10489 · Engagement Manager
    Milestone invoiceBy Engagement Manager

  6. Payment receipt

    Record received payment and its operation result.

    ENG-HARBOR-26ENG-10489 · Billing Coordinator
    Payment receiptBy Billing Coordinator

Start with Engagement to collection

Inside a record

Plan the invoice and bank handoff

Open any engagement to see its expenses, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Engagement name, Client, Engagement manager and End date.

  2. 2
    Expenses

    Each line is linked to this engagement.

  3. 3
    Who works on it

    Admin, Engagement Manager and Service Reviewer, each with their own permissions.

  4. 4
    Process stages

    Engagement setup and Assign delivery, with the role that acts.

  5. 5
    Approvals

    Milestone review, with who decides.

Active EngagementsENG-HARBOR-26
Freelancer Project Tracker · Engagements

ENG-HARBOR-26

Harborfield website refresh · Active

Log activity
1
Record details
Engagement nameHarborfield website refresh
ClientRivergate Parts Studio
Engagement managerNadia Petrova
End date29 Oct
2
Expenses

ENG-HARBOR-26

Expense codeEngagementTeam member
EXP-2026-0411Mapleview brand photographyNadia Petrova
EXP-2026-0412Mapleview brand photographyFarah Rahman
EXP-2026-0413Willow Works annual reportElena Ruiz
Expenses
6
Total amount
2,210
3

Who works on it

  • AdminManage Users, Organizations, team members, Clients, Engagements
  • Engagement ManagerManage Engagements, Milestones, Clients
  • Service ReviewerView review decisions, service entries, Engagements, operation…
4

Process stages

  • Engagement setupEngagement Manager
  • Assign deliveryEngagement Manager
5

Approvals

  • Milestone reviewEngagement Manager
    Approved
Example screen with sample data
Approvals

Keep delivery decisions traceable

The service reviewer checks failed service submissions; the engagement manager decides milestone readiness; billing records collections.

OverviewApprovals
Freelancer Project Tracker · Overview

Approvals

Signed in as Engagement Manager

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • EXP-27659EXP-2026-0411
    Mapleview brand photographyRequested by Nadia Petrova
    Submitted2dActions
  • EXP-73944EXP-2026-0412
    Mapleview brand photographyRequested by Farah Rahman
    Submitted3dActions
  • EXP-50710EXP-2026-0413
    Willow Works annual reportRequested by Elena Ruiz
    Submitted2dActions
  • EXP-99261EXP-2026-0414
    Rivergate inventory dashboardRequested by Elena Ruiz
    Submitted5dActions

Who approves what

DecisionApprover
Milestone reviewApprove the deliverable for billing.Engagement Manager
Approve MilestonesEngagement Manager
2 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Freelancer Project Tracker to the work that is theirs. Pick a role to see what it starts with.

Admin

Admin manages operating setup, user access and record corrections.

  • Manage Users, Organizations, team members, Clients, Engagements
  • View operation receipts, review decisions

Roles and permissions

Reports

Read margin and payment exposure

Read delivery value, capacity, milestone exposure and collections.

Overview
Freelancer Project Tracker · Overview

Freelancer Project Tracker dashboard

This quarter

Expenses in view
6
Total amount
2,210
Submitted
6

Engagements by status

How far records got this quarter

StageReachedStep
Proposed49
Active3265%
On hold1856%
Completed1056%

Contract value by status

Sample totals per stage

10.0k0
10.0kProposed
10.0kActive
6.0kOn hold
4.0kCompleted
3.0kCancelled
Example screen with sample data
  1. 01Engagement margin

    Compare contract value, delivered amount, delivered cost and gross margin by engagement.

  2. 02Client delivery value

    Group engagements under clients and compare delivered and invoiced service amounts.

  3. 03Milestone collections

    Compare milestone amounts, invoiced payment amounts and payments received by due date.

  4. 04Service approval queue

    Show submitted service value and hours by engagement and team member.

  5. 05Time by engagement

    Compare billable and nonbillable hours with engagement budget hours.

  6. 06Expense exposure

    Group billable expenses and expense status by engagement and category.

  7. 07Team utilization

    Compare logged hours with weekly capacity and utilization by team member.

  8. 08Billing exceptions

    Show approved or missed milestones with billing readiness and outstanding amount.

  9. 09Payment aging

    Show overdue and disputed payments by due date and days past due.

All reports and dashboards

Who it's for

Fit the way your team delivers

See how Freelancer Project Tracker fits your kind of team.

Independent consultants

Keep client commitments, billable work and collections tied to each engagement.

Small agencies

Give delivery managers a shared picture of scope, work and margin.

Specialist practices

Track expert delivery with named owners and milestone evidence.

Controls

Check every operation result

Each stage of engagement to collection names the role that acts and the status it records, so a change is never anonymous.

OverviewEngagement to collection
Freelancer Project Tracker · Process

Engagement to collection

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
1
Roles involved
4
Tables touched
10
Engagement setup
Engagement Manager
StatusProposed → Active
RecordsEngagements, Clients
Service delivery
Consultant
StatusDraft → Submitted
RecordsService entries, Engagements, Time entries
Service approvalApproval
Consultant
StatusSubmitted → Approved
RecordsOperation receipts, Review decisions, Service entries
Engagement to collection
  1. Start
    Engagement setupProposed → Active
    Engagements
  2. Step
    Service deliveryDraft → Submitted
    Service entries
  3. Approval
    Service approvalSubmitted → Approved
    Operation receipts
  4. Step
    Milestone submissionPending → Submitted
    Milestones
  5. Approval
    Milestone reviewSubmitted → Approved
    Engagements
Example screen with sample data

See each stage in detail

AI agent

Ask Proto about current work

Use Proto to prepare records and inspect delivery and billing exceptions.

It can

  • Engagement Manager: Show active engagements ending soon and the milestones waiting for review.
  • Service Reviewer: Find submitted service lines and explain why a failed approval stayed submitted.
  • Billing Coordinator: Show approved milestones, overdue payments and the operation receipt on a failed invoice attempt.
  • Practice Lead: Compare delivered amount, cost and billed amount for a named engagement.

Stays with a person

  • A person decides whether delivered work is acceptable and whether a milestone is approved for billing.
  • The billing coordinator confirms received money against the payment record.
  • Proto can prepare information for those decisions, then record an authorized action and its result.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Freelancer Project Tracker
  • Invoice delivery
  • Banking
  • Document storage
  • Identity
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 13 tables
13tables
  • Clients and engagements4
  • Service delivery5
  • Time and expenses6
  • Milestones and billing4
  • Team and capacity6
  • Review and evidence7
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Define scope

    Choose a current client, engagement, manager, contract value, budget hours and billing terms.

  2. Load the team

    Set member rates and weekly capacity, then assign a milestone owner.

  3. Exercise delivery

    Submit a billable service entry and check the approval decision and operation receipt. Enter time and expenses for the same engagement.

  4. Exercise billing

    Approve a milestone with amount and engagement, check the invoice operation, then record and receive its payment.

  5. Review exceptions

    Run a service line without hours and a milestone without amount. Verify each remains in its prior status with a failed receipt.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Freelancer Project Tracker.

All questions
How do I get started?

Click Get started, then use Proto to configure Freelancer Project Tracker for your business. Begin with one client, one active engagement, a submitted service line and a milestone ready for billing.

What belongs on a client record?

Keep the client name, contact, billing terms and account owner there. Link each delivery commitment through an engagement.

How do I track a fixed fee engagement?

Set the engagement type to Fixed Fee, enter contract value and budget hours, and attach service work and milestones to that engagement.

Who reviews service entries?

The approval operation checks submitted work billable status, hours and engagement before marking a line Approved.

What happens when a service line fails the check?

It remains Submitted and a Failed operation receipt records the attempted action. Correct the source line, then review it again.

How do milestones become invoiced?

An Engagement Manager approves the submitted deliverable for billing. Milestone Invoice checks amount and engagement, marks the milestone Invoiced and records the result.

Where do I find payments that need follow-up?

Payments Overdue Or Disputed shows milestone payments in those states with due dates and invoice numbers.

Can I compare delivery with billing?

Engagement Margin shows contract value against delivered and billed amounts, with projected margin and over-budget signals for each engagement.

How do I keep a deliverable or receipt file?

Link it through a record attachment with the matching parent record, file URL and kind.

Can I inspect who approved work?

A review decision records a reviewer and decision for service approval; an operation receipt records the result of configured operations.

Set up Freelancer Project Tracker your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

A personal agent for your business

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