Episode Summary: A complete 10-step client workflow — how client information gets organized, meetings get scheduled, projects get tracked, and invoices get paid, start to finish.

What You'll Learn

• A full 10-step client workflow, from first contact to final payment
• The exact tools used for CRM, scheduling, invoicing, and password management
• Why searchable notes in every contact record matter more than memory
• How Calendly syncs with Google Calendar to prevent double-booking

The business: Mike Murphy LLC is a creative freelance and consulting business for local and online businesses — video, podcast, and written content, plus teaching others how to create their own. In short: helping people figure things out. Workflow goal: simplicity and access from any device.

Resources Mentioned

• G Suite (formerly Google Apps): mikemurphy.co/gsuite
• CRMs: Capsule CRM, FullContact
• Forms: Google Forms, Wufoo, Typeform
• Scheduling: Calendly
• Invoicing & accounting: FreshBooks
• Collaboration: Google Docs, Dropbox Paper
• Password management: 1Password

The 10-Step Client Workflow

Step 1 — gather contact information. Everything goes into Gmail contacts, with as many notes as possible since notes are searchable and help recall client details later. Tips: pull contact info from email signatures, check a client's website contact page for social channels and business address, keep a complete signature on outgoing email, and use intake forms (Google Forms or Wufoo) to gather everything needed to start a project, logos and assets included.

Step 2 — Gmail labels. Every new client email gets a label nested under "Clients."

Step 3 — Google Drive. Similar to Dropbox — each client gets their own folder.

Step 4 — Google Calendar. Every appointment, meeting, deadline, commitment, trip, and important date goes on the calendar, with reminders set for 1 day and 30 minutes before.

Step 5 — Apple Reminders. The instant something goes on the calendar or comes to mind, Siri gets asked to set a reminder.

Step 6 — Calendly. Sent to clients as a scheduling link — they pick from open time slots, and Calendly syncs with Google Calendar to avoid double-booking automatically.

Step 7 — FreshBooks. Time tracking, est…

Read the complete show notes and resources on mikemurphy.ai.

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