Design Requests Tracking Template for Client Management

Key benefits & value for your firm

The Design Requests Tracking Template converts scattered emails, chat threads and ad-hoc notes into a single Excel register that answers three operational questions at a glance: What was requested? Who is responsible? When is it due? For accountants and data analysts this template also becomes a reliable data source — every request is a row you can filter, pivot and link to financial records.

How features translate to business outcomes

• Structured request form: Better brief quality reduces rework and billable adjustments.
• Priority & SLA fields: Prevent late deliveries and keep clients informed with precise due dates.
• Dashboard & pivot-ready log: Get weekly capacity, utilization and cost breakdowns without manual consolidation.
• Change log & timestamps: Simplify audits, client disputes and month-end reconciliations.
• Optional VBA automations: One-click status updates, email reminders and export to CSV for billing.

Use cases & real-life scenarios

The template is intentionally flexible. Here are concrete examples you can adapt immediately.

Creative studio — intake to delivery

Reception uses the client design request form sheet to capture briefs. Project managers assign work, set due dates and the dashboard shows overdue items. The finance team uses the pivot-ready log to reconcile billable time and pass-through costs in invoices.

Accountant or consultant — linking work to financials

Accountants attach request IDs to invoices and cost centers. The audit trail supports expense allocation and client change orders, reducing discrepancies during audits.

Data analyst — building operational KPIs

Analysts export the request log to build weekly throughput charts, average turnaround time, and backlog heatmaps — all without reformatting source data.

Who is this product for?

• Small to mid-size creative agencies that need an inexpensive, controllable request system.
• Accountants and finance teams that require an auditable link between work requests and invoices.
• Operations managers and data analysts who want a clean Excel source for dashboards and KPIs.
• Freelancers and studios who prefer Excel over cloud PM tools for speed and simplicity.

How to choose the right version

The template is offered in two variants to match your workflow:

• Standard (no macros): Pure Excel formulas and tables. Best if you need maximum compatibility (Excel for Windows, Mac, and cloud viewers).
• Pro (with optional VBA): Adds automation — reminders, status buttons and export helpers. Choose Pro if you use Excel on Windows and want faster, one-click operations.

If you’re unsure which fits your environment, choose Standard for instant use. Pro upgrades and hourly customization services are available if you later need automation or custom fields.

Quick comparison with typical alternatives

Compared with manual spreadsheets, project-management tools or custom software:

• Faster setup than custom software — start using the template within minutes.
• Lower recurring cost than cloud PM tools — one-time purchase, optional customization by the hour.
• More control and auditability than lightweight shared docs — designed for structured data, ready for analysis by accountants and analysts.

Best practices & tips to get maximum value

• Enforce a single intake channel: require the client design request form for every job to keep the log clean.
• Use unique request IDs in invoices and timesheets to close the loop between operations and finance.
• Schedule a weekly pivot refresh: add a short macro or manual pivot refresh step to keep the dashboard current.
• Protect formulas and instructions: lock key sheets while leaving input areas editable for interns or receptionists.

Common mistakes when using similar templates — and how to avoid them

• Mixing historical edits with active rows: Use the built-in archive sheet rather than deleting or overwriting accepted requests.
• Skipping timestamps: Encourage mandatory timestamp fields to avoid disputes and ensure traceability.
• Using macros without backup: Always keep a non-macro copy for compatibility with Mac or cloud viewers.

Product specifications

• File format: .xlsx (Standard) / .xlsm (Pro with VBA)
• Compatible with: Excel 2016+ (Windows), Excel for Mac 2019+, Excel Online (Standard only)
• Sheets included: Request Log, Client Request Form, Dashboard, Calendar View, Resource Assignment, Archive, Instructions
• Automations: Optional VBA macros for reminders, status buttons and CSV export (Pro)
• Delivery: Instant digital download after purchase; includes user guide and example dataset
• Support: Email support & optional hourly customization services from ProXlsx team

Frequently asked questions