How to build a freelance project request and approval workflow

Streamline how clients request, approve, and track freelance projects

In this guide, you’ll build a freelance project request and approval workflow that helps freelancers or agencies collect client details, approve project scopes, and track progress — all inside Formaloo.
📘 Learn more: Create your first form, app, or portal in a flash

Step 1 — Create your project request form

Start from your workspace and click + New → Form. You can start from scratch or choose the Client project or service request with PDF proposal generation template from the Template gallery.

Or use Magic Create, describe your goal:

“A freelance project request form that collects client info, defines project scope, and routes for approval.”

Why this matters: this form becomes your client’s main entry point to request new work.
📘 Learn more: How to create any form using Magic Create in Formaloo

Step 2 — Add client and project details

Capture everything needed for project review:

• Client name / company
  
  
• Email address
  
  
• Project title
  
  
• Project type (Design, Web Development, Marketing, Copywriting, etc.)
  
  
• Project description
  
  
• Estimated budget
  
  
• Deadline / preferred start date
  
  

💡 Tip: Add tooltips to help clients define their requests clearly.
📘 Learn more: Form editor and field types

Step 3 — Add file uploads for reference materials

Let clients attach relevant resources or creative briefs:

• Reference documents
  
  
• Brand guidelines
  
  
• Sample designs or assets
  
  

📘 Learn more: How to customize the content field

Step 4 — Add internal approval fields

Add hidden fields for your internal use (visible only to you or your team):

• Assigned freelancer / reviewer
  
  
• Approval status (Pending / Approved / Rejected / Needs revision)
  
  
• Reviewer notes
  
  
• Project start date
  
  

💡 Tip: mark these fields as “Visible only to collaborators” so clients can’t see internal updates.
📘 Learn more: How to edit forms and form responses

Step 5 — Add logic to automate routing

Go to Settings →  Advanced logic to set automated actions:

• If Project type = Design → Assign to Creative Team.
  
  
• If Budget ≥ $2000 → Send to Finance for approval.
  
  
• If Status = Approved → Send contract link to client.
  
  

📘 Learn more: How to add advanced logic to your form

Step 6 — Automate notifications

In Settings → Advanced logic or Notify tab, create automated emails for each stage:

• To client: confirmation of submission and next steps.
  
  
• To reviewer / freelancer: new project request received.
  
  
• To client: approval or rejection message with comments.
  
  

Use variables like @client_name, @project_title, @approval_status, and @deadline.
📘 Learn more: How to create and send custom email templates

Step 7 — Add on-update logic for project progress

Use on-update logic to automate transitions between stages:

• When Status = Approved → Create project in task tracker.
  
  
• When Status = Rejected → Notify client with reviewer note.
  
  
• When Deadline updated → Notify assigned freelancer.
  📘 Learn more: What is on-update logic and how it works
  
  

Step 8 — Build your project dashboard

In Results → Responses, create a visual dashboard to monitor all projects:

• Table view: all requests with approval status and deadlines.
  
  
• Kanban view: group by Status (Pending, Approved, In progress, Completed).
  
  
• Charts: total projects by client or category, approval rate, or monthly income.
  📘 Learn more: How to create a Kanban board
  
  

Step 9 — Link your workflow to a contract or invoice form

Create a Contract Form or Invoice Form and connect it to the approved projects using linked rows:

• Each approved project automatically appears in your contract form.
  
  
• Invoice details update when project status changes to Completed.
  📘 Learn more: What are linked rows and how to use them
  
  

Step 10 — Create a client and freelancer portal

From your workspace, click + New → App → Portal and create a Project Management Portal.

Add pages such as:

• Submit a new project (client view)
  
  
• Project requests (internal view)
  
  
• Approved projects & contracts
  
  
• In-progress projects dashboard
  
  

Set permissions so:

• Clients see only their requests.
  
  
• Freelancers and managers can update progress and add notes.
  📘 Learn more: How to create a portal and manage users’ access
  
  

Step 11 — Generate proposal or contract PDFs automatically

Once a project is approved, generate branded PDFs for:

• Project scope and timeline
  
  
• Terms and pricing
  
  
• Signature or payment instructions
  
  

Attach them to the approval email automatically.
📘 Learn more: How to generate custom PDFs using templates

Step 12 — Use AI to analyze project trends

Enable AI Analyze to uncover performance insights like:

• “Most common project types this quarter.”
  
  
• “Average approval time per client.”
  
  
• “Top clients by revenue.”
  📘 Learn more: Uncover insights and trends in your data with AI Analyze
  
  

Pro tips

• Add Memory Forms so returning clients’ details auto-fill next time.
  
  
• Add approval logic for multi-step workflows (client → project manager → finance).
  
  
• Use conditional redirects to send clients to a thank-you or payment page after approval.
  📘 Learn more: How to set up multiple ending pages with redirect logic
  
  

Example scenario

A client submits a Web Design Project Request with a $3,000 budget. The form automatically assigns it to your design lead, who reviews and marks it as Approved. The system sends a contract PDF to the client, updates the portal’s “Approved Projects” page, and logs it in your invoice form. AI Analyze later shows that web design projects generate the highest approval rate and revenue.
📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI

FAQ

1. Can clients edit their requests after submission?
Yes, enable editable submissions or use a client portal where they can view and update requests.
📘 Learn more: How to let users view and edit their own data in your portal

2. Can I connect this with my invoicing system?
Absolutely, use linked forms or integrations like Google Sheets or Zapier for accounting automation.

3. Can I send proposals automatically after approval?
Yes, use PDF templates and conditional logic to email proposals instantly after a project is approved.

Your freelance workflow is live, manage requests and approvals with ease

You’ve built a complete project request system that collects submissions, automates approvals, and generates contracts. Keep refining it with AI insights, portals, and linked forms to run your freelance business like a pro.
📘 Learn more: How to personalize ending pages and email notifications with AI

Last updated October 2025

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