Make Your First CRM: A Hands-On Workshop for Students Starting Freelance Work
Hands-on workshop to build a free Google Sheets/LibreOffice CRM and scale to paid tools as your freelance revenue grows.
Hook: Turn messy spreadsheets and missed follow-ups into paying clients
Starting freelance work as a student is exciting — and chaotic. You juggle classes, deadlines, and a growing inbox of leads. If you don't track who said what, when you last followed up, or which proposal is pending, opportunities slip away. This hands-on workshop shows you how to build a simple, scalable CRM in free tools (Google Sheets or LibreOffice) and when to upgrade to paid CRMs as your revenue and complexity grow.
The 2026 context: Why a DIY CRM still makes sense
In 2025–2026, CRMs got smarter: built-in AI summaries, predictive lead scoring, and deeper automation are now common in paid platforms. But those features come at a price and add complexity many student freelancers don't need yet. At the same time, no-code automation tools (n8n, Make, Integrately) and spreadsheet platforms continue to make it possible to run efficient client management systems without monthly fees. The goal: start free, be reliable, scale on clear triggers.
Who this workshop is for
- Students launching freelance services (writing, design, tutoring, dev)
- Side-giggers managing 5–50 leads/clients per month
- Anyone who wants a practical migration path from sheets to a paid CRM
Workshop roadmap — what you'll build
- Core CRM model (works in Google Sheets or LibreOffice Calc)
- Lead capture + intake (forms, mail merge, or simple manual entry)
- Follow-up automation options (Apps Script or third-party tools)
- Basic dashboards (pipeline, next actions, revenue forecast)
- Migration checklist and recommended paid CRMs for students
Phase 1 — Design your CRM schema (15–30 minutes)
Start simple. Create one spreadsheet file called CRM_YourName. Inside it, add these sheets (tabs):
- Leads — every potential client or inbound enquiry
- Clients — converted/active clients with billing info
- Deals/Pipeline — proposals, stages, value, close dates
- Contacts — people (if you work with teams)
- Interactions/Notes — calls, messages, meeting notes
- Tasks — follow-ups, deliverables, deadlines
- Dashboard — summary metrics and quick filters
Recommended columns for the Leads sheet
- LeadID — unique ID (L-0001). Helps with migrations.
- DateCaptured — =TODAY() on entry or form timestamp
- Name
- Source — campus fair, LinkedIn, referral
- Service — writing / design / tutoring
- EstimatedValue — your rough project fee
- Stage — New / Contacted / Proposal / Negotiation / Won / Lost
- NextActionDate — date for next follow-up
- Notes
Phase 2 — Build core formulas & views (30–60 minutes)
These formulas work in Google Sheets. For LibreOffice, use INDEX/MATCH instead of XLOOKUP where noted.
1. Create a unique ID
In Google Sheets, on the Leads sheet, set LeadID with a simple pattern in column A:
="L-" & TEXT(ROW()-1,"0000")This gives L-0001, L-0002 and so on. For LibreOffice, use the same formula syntax but adapt if row offsets differ.
2. Age of lead
Show how long a lead has been waiting to hear from you:
=IF(ISBLANK(B2),"",TODAY()-B2)Format as Number. Use conditional formatting to highlight leads older than 7 days.
3. Lookup client name from Contacts
Google Sheets: use XLOOKUP (or VLOOKUP if you prefer):
=XLOOKUP(C2,Contacts!$B:$B,Contacts!$A:$A,"")LibreOffice: use INDEX/MATCH:
=IFERROR(INDEX(Contacts.$A$2:$A$1000,MATCH(C2,Contacts.$B$2:$B$1000,0)),"")4. Quick pipeline totals (for the Dashboard)
Sum estimated value per stage:
=SUMIF(Leads!$H:$H,"Proposal",Leads!$G:$G)Create similar formulas for New, Contacted, Won.
Phase 3 — Capture leads (forms, copy-paste, or mail merge)
How leads land in your CRM:
- Google Forms → Google Sheets: simplest automated capture. Create a short intake form and link responses to your Leads sheet. Timestamp provides DateCaptured automatically.
- Manual copy-paste/email: For DMs and referrals, paste a lead row with required fields.
- LibreOffice users: use a shared Google Form for capture (export CSV), or use mail merge in Writer for outreach templates — then import responses to Calc.
Phase 4 — Follow-up automation (email sequences and reminders)
Consistent follow-up is how students win clients. Here are options by complexity and cost.
Low-tech (free, manual)
- Sort Leads by NextActionDate daily and act.
- Use canned email templates in Gmail (Templates/Canned Responses).
- Use calendar reminders for calls.
Automated (free in Google Workspace)
Use Google Apps Script to send follow-up emails when NextActionDate = TODAY(). Add a column SentFollowUp and update it when email is sent.
function sendFollowUps() {
var ss = SpreadsheetApp.getActiveSpreadsheet();
var sheet = ss.getSheetByName('Leads');
var data = sheet.getRange(2,1,sheet.getLastRow()-1,10).getValues();
var today = new Date();
for (var i=0;iSet a time-driven trigger to run daily.
Automations with no-code tools (free tiers available)
If you need integrations (Stripe payments, Notion, Slack), connect Google Sheets to tools like Make, n8n, or Integrately. In 2026 these platforms are more affordable and privacy-friendly—n8n's open-source self-hosting option is appealing for students worried about client data.
Phase 5 — Billing, proposals, and onboarding
A CRM is more valuable when it contains billable workflows. Keep billing simple at the start.
- Create a simple Invoice template (LibreOffice Writer or Google Docs). Store a copy or link in the Clients sheet.
- Track billing status in the Deals sheet: Amount, InvoicedDate, PaidDate, PaymentMethod.
- Use Stripe or PayPal for payment links; paste payment status into the sheet. You can automate Stripe → Sheets with Make or n8n when you're ready.
Phase 6 — Build a Dashboard (15–30 minutes)
Your Dashboard should answer: How many proposals are active? What's the expected revenue this month? Who needs follow-up today?
- Pipeline value: SUMIF per stage
- Next actions today: FILTER(Leads!A2:H,Leads!I2:I=TODAY()) (Google Sheets)
- Wins this month: COUNTIFS(Deals!Stage,"Won",Deals!CloseDate,">=" & EOMONTH(TODAY(),-1)+1)
For LibreOffice, use Pivot Tables and standard IF/SUMPRODUCT formulas.
Phase 7 — Security, privacy, and data hygiene
Even as a student, you handle personal data and must be responsible. Follow these rules:
- Minimal data: only collect what you need (name, email, project notes).
- Backups: export CSV weekly and store a copy offline or in a private folder.
- Privacy: use LibreOffice/offline if client privacy is essential. LibreOffice provides document control without cloud storage.
- Consent: capture opt-in for marketing messages; respect GDPR basics (if working with EU clients).
Phase 8 — When to move to a paid CRM (decision triggers)
Free spreadsheets work well until certain pain points appear. Consider upgrading when:
- You're losing track of >50 active leads or >20 recurring clients
- You need email sequences, templates, or automation you can't implement reliably
- You require integrations with payments, contracts, or booking systems
- Reporting and revenue forecasting become time-consuming
- You hire a VA or collaborator who needs role-based access
Affordable paid CRMs suitable for students (2026 trends)
In 2026 the market leans toward flexible, AI-augmented CRMs with useful free tiers. Consider:
- HubSpot CRM — strong free tier, simple migration, built-in email sequences and contact tracking.
- Pipedrive — visual pipeline and affordable tiers for solo sellers.
- Zoho CRM — very configurable; useful for tech-savvy freelancers.
- Airtable — great for custom workflows and visual bases, with rich automations.
- Notion + Automations — for freelancers who want control and content-first client systems (pair with Make/n8n).
Pick a CRM with an easy CSV import and a free trial. Use the migration checklist below.
Migration checklist — move from Sheets to CRM safely
- Clean your data: remove duplicates, normalize stages, and ensure emails are valid.
- Export CSVs: Leads, Clients, Deals, Contacts, Interactions.
- Map fields: match your sheet columns to CRM fields (ClientName → Company/Contact).
- Import a test subset: import 10 rows first and confirm everything landed correctly.
- Recreate automations: rebuild email sequences and triggers inside the CRM, not as scripts.
- Keep a backup: keep the old Sheets file read-only for 30 days while verifying data integrity.
Case study: How Sara, a student copywriter, used this to double client retention
Sara started with five monthly clients and chaotic inboxes. She set up the spreadsheet CRM, added a Google Form for inbound leads, and used Apps Script to send a reminder the day before proposals expired. Within two months she tracked follow-ups reliably and turned two cold inquiries into $1,200 projects. When she hit $2,500 monthly recurring revenue, she migrated to a paid CRM with sales sequences and a booking integration.
Advanced strategies for 2026 (AI, predictive scoring, and privacy-aware automations)
As CRMs evolve, student freelancers can adopt selected advanced features when they make business sense:
- AI summaries: Use AI to auto-summarize meeting notes in your Interactions sheet. If you use Google Workspace, explore built-in summarization or add-ons in 2026 that integrate with Sheets.
- Predictive prioritization: use simple scoring in Sheets: Score = SOURCE_WEIGHT + RESPONSE_TIME_WEIGHT + ESTIMATED_VALUE. Sort by Score to prioritize leads.
- Privacy-first automations: self-host n8n for integrations if client data sensitivity is high; combine with LibreOffice for document creation.
- Keep manual controls: automation is powerful but test thoroughly. A mis-sent invoice or follow-up can damage a relationship.
Templates & quick resources
- Starter CSV schema: create columns exactly as in the Leads/Clients/Deals sections above — this makes migration painless.
- Apps Script follow-up: use the snippet in this guide and test with your own email templates.
- LibreOffice mail merge: use Writer for personalized proposal PDFs. Export lead lists as CSV from your Sheets or Calc file.
Practical tip: Keep one sheet as the single source of truth. Even when you move to a paid CRM, keep a weekly CSV snapshot—it saves headaches during audits or migrations.
Common problems and fixes
Problem: I miss follow-ups because I'm busy with classes
Fix: Block 20 minutes daily to review the Dashboard. Use a single “Next Action” column and set it to TODAY()+3 when you finish contact.
Problem: I fear moving to a paid CRM will be expensive
Fix: Choose a CRM with a generous free tier (HubSpot, Zoho). Only upgrade when automations or integrations save you more time than they cost.
Problem: My data is messy after a few months
Fix: Run a monthly cleanup routine: remove duplicates, archive old leads, standardize source names. Add a DataValidation drop-down for Stage and Source to reduce typos.
Final checklist — launch your student freelancer CRM today
- Create CRM_YourName file and add the recommended sheets.
- Set up the Leads intake (Google Form or manual structure).
- Add the formulas shown for IDs, age, and pipeline totals.
- Build a simple Dashboard with today's Next Actions and pipeline value.
- Automate a single daily follow-up using Apps Script or set a calendar reminder.
- Export weekly backups and document your migration plan to paid CRM.
Conclusion & next steps
Starting with a Sheets or LibreOffice CRM gives you control, privacy, and the ability to deliver consistent follow-ups — the real secret sauce for winning and retaining clients. As AI and automation features mature through 2026, you'll have clear signals for when to move to a paid CRM. Follow this workshop, iterate weekly, and keep the system as simple as it needs to be to get paid and stay organized.
Call to action
Ready to build your CRM now? Download our starter CSV template, a one-click Google Sheets copy, and an Apps Script follow-up macro. Join our free workshop session for live help and a hands-on migration demo. Click the button below to get the templates and sign up — your next client is waiting.
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