The messages, tables and checklists from the five guides, together on one page so you don't have to look for them. You change what's in square brackets, and the tone too. They work with email, chat and a spreadsheet. You don't need PortaliaFlow to use them.
To agree the rules with each client, ask for an approval that can be given, reply to changes, remind without chasing and keep a record.
From the guide How to put your client approvals in order
Approvals. [Name] approves each piece on behalf of [client]; in their absence, [stand-in]. Each piece is sent with a response deadline of [n] working days. If there is no reply by then, publication is postponed until we receive it.
Each piece includes [n] rounds of changes. A round is one list of changes sent in one go through the agreed channel ([channel]). Changes of concept after approval are treated as a new piece.
Subject: For approval · [piece] · [channel] · goes out on [date]
Hi [name]. Here is [piece] for [channel], scheduled for [publication date]. This is version [n]; compared with the previous one, [what] has changed.
We need your answer by [deadline]: “Approved” or “Changes” with the list. If we don't have it that day, publication is postponed.
[link or attachment]
Thanks, [name]. Here's what I understood, in order:
1. [change] · 2. [change] · 3. [change]
If that's right, reply “yes” and you'll have it on [date]. This is round [n] of the [n] included in the piece.
Hi [name]. [Piece] is still pending ([channel], goes out on [date]). We need your “Approved” or your “Changes” by [deadline]; otherwise publication moves to [new date]. It's here: [link].
Client · Piece · Channel · Version · Sent on · Deadline · Answer (Approved / Changes) · Who · Date · Round · Published on
So the piece comes out right first time: the brief header, the piece's message, requesting materials, the agreement and the checklist before sending for approval.
From the guide What to put in a brief so the piece comes out right first time
Piece: [type] for [channel] · Format: [length or screens, orientation] · Campaign: [name, or “one-off”]
Goes out on [date] · Draft on [date] · Approval by [deadline]
What it's for: [one sentence].
The idea they have to walk away with: [one sentence, the way the client would say it to a friend].
It's talking to: [specific person: what's going on for them, what they're looking for]. Afterwards we want them to: [action] → [exact link or call-to-action text].
Don't say or show: [list]. Exact facts: [list].
Hi [name]. For [piece] (goes out on [date]) we need these materials by [date]: [list, with the format of each]. Upload them to [place] named [client-piece-date]. If we don't have them that day, publication moves to [new date].
Approves: [name] (stand-in: [name]) · Questions: [name], replies within [n] working hours.
Rounds included: [n]. A round is one list of changes sent in one go through [channel]. Changing the idea, the audience or the message is a new piece.
Brief signed off by [client] on [date] and by [agency] on [date].
Says the idea from the brief in the first seconds or on the first screen · Correct format and length · Logo and brand from the current version · Call-to-action and link checked · Names, figures and dates checked against the brief · Nothing from the “don't say” list · Reviewed by someone who didn't make it · Delivery note with what was decided and why
To measure by hand each month the four signals that a client is cooling off, and keep a sheet per client.
From the guide How to tell a client is cooling off before they leave
Client · Piece · Sent on · Agreed deadline · Replied on · Days over · Who replied · Reply (approved / changes / “I'll check”)
At the end of the month: average days per client, compared with the previous month. Up two months in a row: a signal.
[Client] · Logs in: [every week / once in a while / never] · Comments: [yes / little / no] · Who: [names] · Meetings: [keeps them / moves them / sends someone else] · Compared with last month: [same / less / more]
Hi [name]. A quick question so we can do this better: from 0 to 10, would you recommend [agency] to someone like you? And, if you like, in one line: what would you change? It only takes a moment and I read every reply myself. Thanks.
[Client] · Pieces past their deadline: [n] · Due to the client's materials: [n] · Due to the client's approval: [n] · Due to the agency: [n] · Dates moved: [n] · Has anyone complained? [yes / no]
[Client] · Month: [month] · Replies: [green / amber / red] · Activity: [green / amber / red] · Score: [n out of 10, or “not asked”] · Delays: [green / amber / red]
Trend (three months): [better / same / worse] · Action: [what] · Owner: [name] · By: [date]
What happened: [one line, the following month].
So paying freelancers doesn't depend on a spreadsheet only one person understands: rates, cost sheet, payment rule, expenses and month-end close.
From the guide How to know what you owe each freelancer at month end
Hi [name]. So we don't have to discuss it piece by piece, these are your rates from [date]: reel [amount] · carousel [amount] · video [amount] · story [amount] · post [amount]. They include [n] rounds of changes; beyond that we talk before going on. The client supplies the materials. Agreed? Reply to this message and I'll consider it settled.
Piece: [title] · Client: [client] · Project: [project] · Type: [reel / carousel / video / story / post] · Person: [name] · Rate: [amount] · Status: [in progress / completed] · Payable from: [date]
A piece becomes payable when [it's delivered / the client approves it / it's published], and at most [n] days after delivery. What's pending is closed on the [n]th of each month and paid by bank transfer before the [day]. If a piece is cancelled after it's done, it's paid all the same.
Expense: [what] · Amount: [amount] [currency] · Date: [date] · Client: [client or “agency”] · Category: [category] · Paid upfront by: [name] · Receipt: [attached] · Approved by: [name, date] · Paid on: [date]
Hi [name]. Close for [month]: [n] pieces completed ([piece · client · amount, one per line]), approved expenses [amount] and retainer [amount]. Total: [amount]. If anything doesn't add up, tell me before [date]; it's paid by bank transfer on [date]. Thanks for this month.
So your client knows what you do for them without a twenty-page report: the summary outline, the calendar, pending items, the weekly line and the meeting.
From the guide How to show your client what you do for them every month
Step 01 · Decide what you tell them, and always tell it the same way
Published this month: [piece · channel · date] · In progress: [piece · state · goes out on] · Pending on your side: [what · since when · needed by] · Next month: [piece · channel · planned date].
Date · Piece · Channel · State (draft / in review / approved / scheduled / published) · Approved by · Approval date · Final version (link)
Hi [name]. To carry on with [piece] we're missing [what]. We asked for it on [date] and need it by [deadline]; if it doesn't arrive, [what happens]. As soon as we have it, [next step]. Thanks.
Week of [date] · Published: [pieces] · In progress: [pieces and state] · Pending on your side: [what, by when] · Next week: [what goes out] · Any questions? [yes / no, and which]
[Month] meeting · 1. What's happened: [one-line summary] · 2. Pending on your side: [list] · 3. What's coming and what we decided: [decisions, owner, date] · 4. What you'd change: [what they said, verbatim].
Sent on [date] to [names]. If anything's wrong, tell me and I'll correct it.
Every template can be sent by hand, with any tool. PortaliaFlow does the repetitive part by itself, in a portal with your domain and your logo:
Try it yourself before you ask for anything, with a sample piece and made-up data, no sign-up:
And what stays yours: the brief, the rate agreement, the meeting agenda and the rules with each client are still written by you. PortaliaFlow has no briefs module, doesn't write messages, doesn't send surveys by email, doesn't move money or issue invoices and doesn't generate PDF reports.
PortaliaFlow templates, client portal for agencies · portaliaflow.com/en/templates · Feel free to share them with your team.