Track conversations, terms, and red flags without enterprise bloat.
10 min readMinimum CRM columns
| Column | Example |
|---|---|
| Client | Acme Co |
| Rate / cap | $650/mo, 35h |
| Scope link | Google Doc URL |
| Payment | Wise, net-7 |
| Status | Green / watch / ending |
| Next action | Send Friday update |
Notion or Google Sheet is enough until 10+ clients.
What to log after every call
- Scope changes (link change order email)
- New stakeholder name
- Rate review date
- Late payment dates
Future you will thank present you.
Red flag tags
Mark watch if:
- Paid late twice
- Scope creep weekly
- New boss assigns free work
- Ghosts then urgent
Review watch clients before saying yes to renew.
Use client red flag checklist ideas in notes field.
Common mistakes
| Mistake | Fix |
|---|---|
| Memory as CRM | One sheet |
| No scope link | Lost in email |
| Too many tools | Pick one |
| Never updating status | Weekly 10 min admin block |
How Salag helps
- Freelance Readiness Checker: onboarding checklist per row.
- Late Fee Calculator: late pay history notes.
- Scam Pattern Detector: tag risky leads early.
Move safer. Not faster.
In short
You do not need Salesforce. You need one place with rate, scope link, payment status, and "watch this client" notes.
Five columns. Updated when you invoice. That is a VA CRM.
Common questions
You do not need Salesforce. You need one place with rate, scope link, payment status, and "watch this client" notes. Five columns. Updated when you invoice. That is a VA CRM.
One row per client: name, rate, scope link, payment method, last invoice, notes.
Track timezone, currency, approver name, and contract end date. Simple sheet beats fancy software at 3 clients.
CRM holds contract link and scope doc URL. Not in contract itself.
CRM is internal. Client sees professionalism from your organized follow-ups.
Terms, Records, Alerts, Contacts, Kickoff links. Five columns minimum.
Flag client red in CRM after 2 late pays or scope abuse. Review before renew.
Link Gmail threads or save PDF scope in Drive folder per client.
Red flag and readiness tools feed your client notes.
Google Sheet, Notion, HubSpot free, Airtable.
Five minutes per new client row. Two minutes update weekly.
Retainers: hour cap column. Projects: milestone status.
Still track internally. No scope confirm means do not mark green.