Poll: How do you keep track of your clients and their info?
Thread poster: ProZ.com Staff

ProZ.com Staff
Local time: 19:55
SITE STAFF
Apr 28, 2017

This forum topic is for the discussion of the poll question "How do you keep track of your clients and their info?".

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neilmac  Identity Verified
Spain
Local time: 04:55
Spanish to English
+ ...
Other Apr 28, 2017

Scattily. Wing and a prayer.
http://dictionary.cambridge.org/dictionary/english/by-the-seat-of-your-pants

No seriously, on my computers I have a large folder which I call WORK, within which I have several folders, usually at least one for each different client. As I don't have very many regular clients or client clusters, maybe half a dozen, it isn't all that complicated. I've never gotten round to finding out how to organise my client info in spreadsheets like Excel, so I tend to use tables in a Word document which I create myself. I only use Excel for issuing my bills.

[Edited at 2017-04-28 08:16 GMT]



[Edited at 2017-04-28 08:18 GMT]


 

Marc Cordes  Identity Verified
Poland
Local time: 04:55
English to German
+ ...
Translation Office 3000 Apr 28, 2017

Bought it in 2011 and never looked back since. It has streamlined all my admin tasks including invoicing. Next to the licensing fees for the CAT my best investment so far.

 

Michael Harris  Identity Verified
Germany
Local time: 04:55
Member (2006)
German to English
Keep track of them? Apr 28, 2017

I am not quite sure about this one....

[Edited at 2017-04-28 08:26 GMT]


 

Teresa Borges
Portugal
Local time: 03:55
Member (2007)
English to Portuguese
+ ...
Other Apr 28, 2017

Like Neil, on my computer I have several folders, usually one by client and then subfolders by theme or product. I only use Excel to issue invoices to my clients.

 

Christine Andersen  Identity Verified
Denmark
Local time: 04:55
Member (2003)
Danish to English
+ ...
Other Apr 28, 2017

I have a table in Word
I cannot understand why people use spreadsheets for anything like that - when I try, the cursor hops everywhere except where I want to make an entry...

Name, address, phone number, VAT number and rates, names of contact and comments - Several have smileys, and a few have a yellow warning about slow payers. A few red ones, alas - who went bankrupt or were banned from this site etc.

Over the years it has accumulated to around 30 pages, but it is easier to search than a spreadsheet.
The details I need for invoicing are set out so that I can copy and paste them in one go.

I have a folder with NDAs and other agreements, or any client documents I feel I ought to save. I don't refer to it often!

[Edited at 2017-04-28 08:30 GMT]


 

EvaVer  Identity Verified
Local time: 04:55
Member (2012)
Czech to English
+ ...
Spreadsheet Apr 28, 2017

Christine Andersen wrote:

I cannot understand why people use spreadsheets for anything like that - when I try, the cursor hops everywhere except where I want to make an entry...

Because you can use it for generating invoices (in the past, when paper mail was sent, also for printing envelopes etc.). Beside their ID details and rates, I keep track of their special delivery and invoicing requirements, due date periods, the code allocated to me by the client if any, etc. As to having 30 pages of client records - well, from time to time, you need to delete (or at least to put aside) these you haven't heard of for a long time. I mark the "good" and "bad" ones by colours - if a client is red, I won't accept any work from them anymore (either their rates are very low or getting paid is extremely difficult, and/or their technical and/or administrative requirements have grown inacceptable); when they are orange, I will accept only certain jobs, etc.


 

Kristina Cosumano  Identity Verified
Germany
Local time: 04:55
Member (2015)
German to English
Different documents Apr 28, 2017

Each client has their own sub-folder in which their paperwork (NDAs, agreements, etc.) have been deposited. I initially used folders for that in Mail, but didn't like it.

As far as keeping track of what's been done for invoices, two clients offer self billing. Another emails me POs, which I flag and then add the details to a running invoice document I keep on my computer's desktop. The jobs for a fourth get recorded on a chart that I'll submit with my invoice. An additional single job this month for a new client was handled separately. After they are issued, copies of this year's invoices go into a sub-folder.

Now, as far as keeping track of what's due when, I line them up at the top of a to-do list on a virtual post-it note, which is permanently open on my screen.




[Bearbeitet am 2017-04-28 11:07 GMT]


 

Philippe Etienne  Identity Verified
Spain
Local time: 04:55
Member
English to French
Same here Apr 28, 2017

Marc Cordes wrote:
Bought it in 2011 and never looked back since. It has streamlined all my admin tasks including invoicing. Next to the licensing fees for the CAT my best investment so far.

From 2005. Before that it was formula-ridden worksheet hell.
Next best is Dragon and MemoQ.

Philippe


 

Jessica Noyes  Identity Verified
United States
Local time: 22:55
Spanish to English
+ ...
Folder in my Documents... Apr 28, 2017

...creatively named "Translation Companies and Clients," with a sub-folder for each containing their NDAs, style manuals, and instructions on how to use their *&^@*(#! digitized translation management systems.

 

Lianne van de Ven  Identity Verified
United States
Local time: 22:55
Member (2008)
English to Dutch
+ ...


Posted via
ProZ.com Mobile


TO3000 Apr 28, 2017

I was a spreadsheet kind of person hesitant to step over to someone else's system, but I am glad I did. It took a while to learn TO3000, but I have created custom templates for quotes and invoices, recently added custom fields for jobs such as CAT tool, file type, style, an extra deadline for additional tasks etc. Invoicing and finances are a breeze.
People who use folders and email must be really organized inside their own heads.


 

Thayenga  Identity Verified
Germany
Local time: 04:55
Member (2009)
English to German
+ ...
Other Apr 28, 2017

I have a folder on my desktop (and on the external storage device) for all current projects and active clients. It contains a sub-folder named "due invoices", one named "inactive" (clients who have not sent any projects for some time) and sub-folders for each client which, in turn, contain folders for completed projects, paid invoices and all related correspondence. Additionally, I keep folders in my email account for each client with the most recent correspondence, and another one also named "inactive".

 

Julian Holmes  Identity Verified
Japan
Local time: 11:55
Member (2011)
Japanese to English
Me, too Apr 29, 2017

Yes, what exactly does this mean?

Michael Harris wrote:

I am not quite sure about this one....

[Edited at 2017-04-28 08:26 GMT]


Being a descendant of a famous detective, I would recommend a GPS ankle bracelet.


 

Thayenga  Identity Verified
Germany
Local time: 04:55
Member (2009)
English to German
+ ...
Or Apr 29, 2017

Julian Holmes wrote:

Being a descendant of a famous detective, I would recommend a GPS ankle bracelet.


Either this or a detection device like a remote control car key. Why not let the folders sing a little?icon_biggrin.gif

[Edited at 2017-04-29 08:42 GMT]


 

Mario Freitas  Identity Verified
Brazil
Local time: 23:55
Member (2014)
English to Portuguese
+ ...
Simple spreadsheet Apr 29, 2017

Keeping track of such simple information requires only a simple Excel spreadsheet. I have a few spreadsheets with all such infor, plus statistics, forecasts, etc. Paying for "software" for this purpose is a real waste of money, IMO.

 


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