A simple folder system for client contracts (Google Drive)

Google Drive is fine. The mess isn’t the tool — it’s the lack of a shared pattern. Here’s a folder system that works for a solo freelancer and still makes sense when you hire a VA.

Top level

• 00-Templates — blank proposal, checklist, email snippets
• Clients — one folder per client
• _Archive — clients with no activity in 12+ months

The underscore on Archive keeps it at the bottom (or top, depending on sort). Either way, it’s out of the daily path.

Inside each client

Always the same structure:

1. 01-brief
2. 02-proposal
3. 03-signed
4. 04-admin
5. 05-delivery (optional — project files, not contracts)

Sharing without chaos

Share the client folder (or a specific subfolder), not random files from Downloads. Use “Viewer” for clients unless they need to upload — then give them a dedicated Inbox subfolder so uploads don’t land on top of your signed PDFs.

Versions

In 02-proposal, keep drafts as:

Acme_Proposal_v1.pdf → v2 → v3

When it’s signed, the signed copy lives only in 03-signed. Don’t leave “signed” copies sitting next to drafts.

Color and starring (optional)

Star active clients. Use Drive’s color on folders if it helps you scan — but don’t rely on color alone. Names should still make sense in a plain list.

• Create 00-Templates, Clients, _Archive
• Clone the four subfolders for every active client
• Move signed PDFs into 03-signed today