Case study · A freelancer or company with client jobs

A company where everything can be found.

An internal system for freelancers and companies that handle many jobs at once. It covers the whole path from the first contact with a client through the offer, the job and the invoice to an overview of how much the business earns. We use the same system every day at Wetrixo ourselves, so we know it works in everyday work, not just on paper.

Custom system
AI assistant
Invoices and payments
Reports and CSV
Backups and archive

All case studies

The internal system on a monitor: the daily overview with tasks, overdue items, revenue, unpaid invoices and a timeline of the day — Sample with made-up data: names, companies and figures are not real.

Problem

Files in Downloads, documents in email, the invoice somewhere else and the job status in someone's head. Nobody knows who needs a call today, and deals are lost simply because the next step was forgotten. Payments are matched to invoices by hand, and what the business really earns and the real hourly rate only become clear at the accountant's. When a client gets back in touch after six months, finding the documents takes longer than the work itself.

What we did

Daily overview: today's tasks, what is overdue, who to start with, tomorrow's meetings and a timeline of the day
Deal pipeline by stage (new, waiting, in talks, meeting, offer); a deal with no next step or an overdue one is marked in red
Each deal shows its value, the next step with a date, the client source (referral, Google Maps, Instagram, website) and how many times they were contacted
New client card with AI: why to reach out now, where the information comes from, what to say on the phone and a drafted email
Calls, emails, notes and work (hours, photos, files) logged straight against the client and the deal
Client history on one timeline: communication, work and money, plus contact details with company numbers and proposals with approval
Jobs with a type-year-number code (e.g. WEB-2026-014), a folder on the drive, status, deadline, price and amount paid
Invoices, deposits and payments are matched to the right client and job automatically, with no manual pairing
Finance overview: what is awaiting payment, what is overdue, monthly and yearly revenue and deadlines for the next three weeks
Reports for any period: earnings excluding and including VAT, win rate, days to payment, real hourly rate and CSV export
More sections: campaigns, where clients come from, dormant clients, retainers and purchases
Automatic backups to an external drive in three copies and archiving of finished jobs, with the backup status shown in the system

How the system works

The screenshots come from the real system. We replaced names, companies, contacts and all figures with made-up ones, so no client data or real revenue is shown.

In the morning it is clear where to start
The daily overview shows how many tasks are waiting, what is overdue and who to start with. At the top it reminds you of tomorrow's meeting, below is a timeline of the day from 8:00 to 18:00, and next to it the deals where the next step was forgotten. You can call or email a client in one click.
Every deal has its stage
Deals sit in columns by stage: new, waiting, in talks, meeting and offer. A red edge means the next step is missing or overdue. Each deal shows its value, the next step with a date, where the client came from and how many times they were contacted. At the top: the total value in play and the win rate for the last 60 days.
Why contact this client now
For a new contact, the system uses AI to sum up why to reach out now, where the information comes from (reviews, the company website) and what to say on the phone. The script can be copied and AI drafts the email. Plus your own notes, an estimate of the monthly value and buttons for a job, an invoice or a cash payment.
The whole client history in one place
Calls, emails and notes are logged against the client and the specific deal, and so are hours worked, photos and files. The history shows communication, work and money in one sequence: the call, the start of the job, the deposit invoice and the payment received. Alongside: contact details with company and VAT numbers, proposals with approval status and every invoice with its status.
Jobs with a code that is everywhere
Every job has a type-year-number code such as WEB-2026-014, its own folder on the drive, invoices and a work history. The list shows status, deadline, price and how much has been paid, split into in progress, enquiries and offers, delivered, closed and the ones that fell through. At the top: how many jobs are running, whether anything is late and how much is still left to invoice.
Money without digging through the books
What is awaiting payment, what is overdue and how much is in open deals. Revenue for the month compared with the previous one and for the whole year, from invoices and cash. Below: job deadlines for the next three weeks and a 12-month revenue chart.
How the business is doing over any period
Earnings excluding and including VAT, win rate, how many days clients take to pay and the average deal won. From the hours logged, the system works out the real hourly rate. Monthly revenue is compared with the same length of time before and can be downloaded as CSV.