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Monday.com Client Project Tracker for an Agency

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Track client work, approvals and billing status.

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Design a monday.com tracker for client projects at [AGENCY_TYPE]. Services we sell: [SERVICES]. How a project moves from brief to invoice: [WORKFLOW]. Approvals required from clients: [APPROVALS]. Billing method: [BILLING]. Days before an approval nudge: [DAYS].

Keep to one board unless a second is clearly needed. Say whether groups per client or per stage fit better. Columns: client, service, owner, status, deadline, approvals pending, hours estimated, hours used, billing state, and a risk column with allowed values and meanings. Define each status. Budget used is hours used divided by hours estimated: a project estimated at 40 hours with 31 used is 77.5 percent; if 60 percent of the planned work is done, the project is over budget relative to progress. Flag scope creep with this comparison. Add an automation to nudge the owner when an approval has been pending beyond the limit.

Include a client-facing view or update template and say what must not be shared with clients. Weekly 20-minute review script: sort by deadline, check approvals pending too long, compare budget used with progress, and agree a next action for the three riskiest projects. Add a handover checklist for when a project moves to billing, archive rather than delete after invoicing, and remove client personal data from boards once no longer needed [VERIFY data protection rules].

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Invented row: Client Alder, Social media pack, estimate 40 hours, used 31. Budget used = 31 / 40 = 77.5 percent. Work done 60 percent. Used is ahead of progress by 17.5 points; flag for the owner. Weekly review row: Client Birch, Website refresh, estimate 120 hours, used 66, work done 60 percent. Budget used = 66 / 120 = 55 percent, which is below progress, so the project is ahead. Alder is the opposite: 77.5 percent of budget used for 60 percent of work. Action for Alder: agree whether the scope has changed and whether to raise a change request with the client.

Illustrative only, made-up data. Your results will differ and must be reviewed.

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