Do you work on retainer for your clients?
If you do, you probably run into the problem where you send your clients weekly updates on how many hours are left on their retainer or your clients always have to ask to see a report.
I knew there had to be a better way.
Of course, I could pay for some fancy system that I didn’t feel like I needed. I ended up creating it myself.
In the end, whenever I tracked time in Toggl, it automatically gets put on a master Google Spreadsheet. From this spreadsheet, it automatically gets distributed to my retainer clients. (Seriously, I don’t have to touch any of the spreadsheets. Everything automatically gets updated.)
What You’ll Need:
- Toggl Account (the free version works just fine)
- Zapier (the free version works just fine for this as well)
- Google Spreadsheets (this is free)
I’ve broken down the process into 5 steps:
Step 1: Set Up Your Master Spreadsheet
I called mine “Toggl Time” (I know, I’m super creative) and have the following columns: Client, Date, Time, Description
Rename the sheets to whatever you’d like. I named mine “total”. This will be important when setting up your zap.
Step 2: Set Up a Zap
- The trigger is Toggl new time entry
- The action is a new row in your Google Sheet
Step 3: Create Tabs for Each Client
On your master sheet (the one I called Toggl Time), create a separate tab for each of your clients. The name of each of these tabs should be unique. This could be the client name or number.
In cell A1, write a query formula to grab all of the rows with that particular client’s information.
I named the range on the total tab to AllTogglTime to make the query formula a little easier.
Step 4: Create a Google Sheet for Your Client
I made all of the columns width 150.
Put the logo in the top left corner and your contact information next to it.
Write a little note to your client, if you wish.
Give them links to the tabs to provide more detail to them (to make it as easy as possible for them).
Create your summaries. I have formulas for the past 7 and 30 days. These formulas are sumifs formula using “today” as the parameter.
I then put a simple sum formula that takes the total payments (from the payments tab) and subtracts the total time spent (from the time tab).
I then removed the gridlines to make it look a little nicer by going to view > gridlines.
Step 5: Share With Your Clients
Do you need a more detailed step by step guide? For just $7, you can see the EXACT steps I’ve used, along with videos to guide you through each step here. BONUS: In this tutorial, you’ll also see how I created a summary for my master spreadsheet to give me an overview and also show me when a client’s hours are getting low!
If you’d like to skip the DIY and would like me to set this up for you (including the master sheet’s summary), reach out to me here and I’d be happy to help!
Amanda Leigh, with her business savvy tools and upbeat attitude, helps entrepreneurs develop systems that work for, not against them. By setting up project management systems and email management protocols curated specifically for each business, Amanda’s dedication to helping others thrive means making sure nothing is forgotten.
If you could use an extra set of hands in your business, Schedule a FREE Discovery Call here.