Documentation

Clients move through pipeline stages (e.g. Lead → Active → Complete) visible on a Kanban-style board or as a table. Each client has its own currency, payment terms (in days), and tax rate — set once, applied automatically to every invoice for that client.

A hard rule worth knowing: you can't move a client out of the Active stage while they have live projects or unpaid invoices — this is enforced by the platform to prevent your pipeline from showing a state that doesn't match reality. Close out the project or invoice first.

On the Free plan, you can have 1 client at a time, for the lifetime of the account.

Every project starts the same way: pick a client, describe the work (project type, description, budget, deadline), and optionally attach a PDF brief. FreelancerOS parses your input and generates a complete project plan in a few seconds — phases, milestones, tasks, and a suggested price based on your hourly rate.

The generated plan is fully editable. Nothing is locked — add, remove, or reorder phases and tasks freely after generation.

Scope creep tracking: if a client requests changes beyond the original agreement, log it as a change request. The platform tracks these against your contract's agreed revision limit and alerts you as you approach it.

On the Free plan, you get 3 projects (each including a full AI-generated workflow) for the lifetime of the account — not a monthly allowance.

Start a timer directly against any task. Only one timer runs at a time per account, so switching tasks automatically stops the previous one. Every time entry inherits the hourly rate from your profile at the time it was logged.

Time entries can be archived once invoiced, keeping your active list focused on unbilled work.

Generate an invoice directly from a completed milestone — its line items and amount carry over automatically — or start one from scratch with your own line items.

Invoices move through a fixed set of states: Draft → Sent → Partial / Paid / Overdue → Written Off. Each transition is validated — you can't jump straight from Draft to Paid, for example, since that would skip the client actually seeing the invoice.

Recording payment: once you're paid — however that happens (bank transfer, PayPal, Wise, cash, or a Stripe payment you process outside the platform) — record it against the invoice with the amount and method. Partial payments are supported; the invoice stays open until the full amount is settled.

Currency exchange rates are locked at the moment an invoice is created and never recalculated — so a rate fluctuation after the fact doesn't retroactively change what you already invoiced.

The document vault includes contract templates (NDA, Statement of Work, Retainer Agreement, Change Order, Data Handling Agreement) with clauses relevant to technical/AI work — model ownership, data licensing, IP transfer.

Every document is versioned, and documents with expiry dates get an alert 30 days before they lapse. Storage limits scale with your plan: 500MB on Free, 2GB on Professional, 10GB on Agency.

Two report types, both exportable as PDF: Financial reports (invoiced, collected, outstanding, and expenses, grouped by client and project) and Activity reports (hours logged and milestones delivered in a period, plus a snapshot of what's still outstanding). Both can be filtered to a specific client or project, or left unfiltered for the full picture.

Manage your profile, hourly rate, and notification preferences from Settings. The Billing tab shows your current plan and renewal date, and lets you upgrade, switch plans, update your payment method, or cancel — all through Stripe's secure billing portal, opened directly from the app.

Free plan limits are lifetime caps, not monthly allowances — they don't reset. Upgrading removes them immediately.