Sample records · fictional data
From meeting notes to a billing-ready client record.
Paste redacted notes from a client meeting, or upload the transcript. Minutes later you get two things: a meeting recordwith the recap, follow-ups owed, a drafted client email and a suggested time entry — and a client record that keeps the running time log and billing position. Both are shown below, for a fictional client.
First · the meeting record
What lands minutes after you submit your notes. Everything here is a draft for you to review — nothing is sent to your client.
1 · Recap
A scope review call that froze Q3 work, moved two deliverables to October and deferred the pricing conversation to renewal.
Decisions
- Q3 scope freeze agreed. No new deliverables added before October; change requests go to a paid backlog.
- Two deliverables moved to October (reporting dashboard, vendor review) at the client's request - no penalty, retainer unchanged.
- Pricing review deferred to the October renewal conversation.
2 · Follow-ups owed
- Send the revised SOW reflecting the scope freeze - by Friday (email drafted below).
- Confirm October dates for the two moved deliverables.
3 · Drafted follow-up email (review, edit, send)
Draft for your review — nothing has been sent to the client. Copy it into your own email client when it's ready.
Hi Dana,
Thanks for Tuesday's call. Confirming what we agreed: Q3 scope is frozen as of this week, with the reporting dashboard and vendor review moving to October - I'll send the revised SOW by Friday. New requests between now and then go on the backlog, and we'll price them at the October renewal.
Once you've had a look at the SOW, could you confirm the October dates that work on your side for the two moved deliverables?
Best,
[Your name]
4 · Suggested time entry
From your notes, the data-migration email thread looks like unlogged work. Review the suggestion and confirm it - nothing is added to billing until you do.
Confirm the entry, tick off the follow-ups as you go, and it all flows onto the client's record — always current, ready to bill.
Then · the client record
Every client has one, laid out like this. It holds the engagement terms, the running time log, expenses, and where the period stands against the retainer.
June — billing-ready
$1,620.00
Fees $1,500.00 · reimbursable expenses $120.00
6.5 hrs logged · 3.5 hrs of 10 hrs remaining
Due 14 July
Billing date 30 June
Time log - June
| Date | Work | Hours |
|---|---|---|
| 5 Jun | Q3 planning workshop + prep | 2.5 |
| 12 Jun | Vendor shortlist review | 1.5 |
| 17-21 Jun | Data-migration email thread ("quick questions", added from the 24 June meeting suggestion) | 0.5 |
| 24 Jun | Scope review call + revised estimate | 2.0 |
| Total against retainer (10 hrs) | 6.5 | |
Expenses - June
- 12 Jun · Travel · $120.00 - Rail to vendor site visit
- 5 Jun · Software · $40.00 - Workshop whiteboard toolInternal
Internal costs excluded from billing: $40.00
Billing position
Based on the engagement terms and the time logged this period.
- Within retainer- 6.5 of 10 hrs used. The $1,500 retainer covers June's fees, with 3.5 hrs of headroom for the final week.
- Expenses- the $120 site-visit travel is reimbursable, so it's added to the billing-ready total ($1,620). The $40 software cost is internal and left out.
- Overage guard - if logged time passes the 10 included hours, the extra bills at $150/h and is added to the billing-ready total automatically.
- Payment - the June invoice is due 14 July (billing date 30 June). Mark it paid on the record when it clears.
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