Agency Monthly Deliverables Tracker Template
An agency monthly deliverables tracker template is a structured record of every piece of work your agency owes a client in a given month — one row per deliverable, with columns for owner, due date, status, client feedback, sign-off, and billing. It answers the question that gets asked on Friday afternoons: what is actually going out this week, to whom, and who is waiting on what?
The template
One row per deliverable. Filter by month, client, or status. Copy the columns below into a spreadsheet or build as an Ascend Database.
Core columns — Deliverable record
| Column | Type | Description |
|---|---|---|
| Deliverable | Text | Required. Specific and actionable: "Homepage wireframe v1" not "Design work" |
| Client | Text / linked record | Required |
| Project | Text / linked record | The project this deliverable belongs to |
| Month | Date / dropdown | The month this deliverable is due (e.g. May 2026) |
| Due date | Date | Specific date — not just the month |
| Type | Dropdown | Strategy / Design / Copy / Development / Video / SEO / Reporting / Admin / Other |
| Owner | Text | Team member responsible for delivering it |
| Status | Dropdown | Not started / In progress / In review (internal) / Sent to client / Revision requested / Approved / Complete |
| Priority | Dropdown | High / Normal / Low |
Delivery detail columns
| Column | Type | Description |
|---|---|---|
| Description / brief | Long text | What specifically is being delivered — scope reference, design brief, or content brief |
| Revision round | Number | Current revision round (1, 2, 3…) |
| Rounds agreed | Number | From the project scope — e.g. 2 |
| Deliverable link / file | URL | Link to the working file, staging URL, or shared folder |
| Notes | Long text | Blockers, dependencies, context for the team |
Client sign-off columns
| Column | Type | Description |
|---|---|---|
| Sent to client date | Date | When the deliverable was shared with the client for review |
| Client feedback received? | Checkbox | |
| Client feedback date | Date | When feedback arrived |
| Client sign-off received? | Checkbox | Final approval confirmed |
| Sign-off date | Date | |
| Sign-off method | Dropdown | Email / Typed form approval / Verbal (documented) / Not required |
Billing connection columns
| Column | Type | Description |
|---|---|---|
| Billable? | Checkbox | Is this deliverable billable on its own (vs bundled into a fixed fee) |
| Hours logged | Number | Actual hours tracked against this deliverable |
| Invoiced? | Checkbox | For milestone-based billing — has this deliverable triggered an invoice? |
Monthly summary
| Metric | Calculation |
|---|---|
| Total deliverables this month | COUNT of all rows in the period |
| Completed | COUNT where Status = Complete |
| On track | COUNT where Status ≠ Overdue and due date ≥ today |
| Awaiting client | COUNT where Status = Sent to client |
| Overdue | COUNT where due date < today and Status ≠ Complete |
| Sign-offs received | COUNT where Client sign-off = Yes |
| Deliverables per client | GROUP BY client |
Suggested views / filters
| View | Filter |
|---|---|
| This week | Due date within current week |
| Awaiting client | Status = Sent to client |
| Overdue | Due date < today AND Status ≠ Complete |
| Needs sign-off | Status = Approved (internally) AND Sign-off received = No |
| Per client | Group by Client |
| Per team member | Group by Owner |
How to use this template
- Create one record per deliverable at the start of each month (or as new deliverables are scoped).
- Update status as work moves through review and approval.
- Use the "Awaiting client" filter as a weekly prompt to chase outstanding feedback.
- At month-end, filter Status = Complete to compile a delivery summary for client reports.
- Use the Billable and Invoiced columns to confirm every billable deliverable has been included in an invoice.
The difference between a project plan and a deliverables tracker
A project plan maps out what needs to happen across a project's full timeline. A monthly deliverables tracker is the production schedule for right now. It is not a Gantt chart. It does not show dependencies between tasks. It shows what your team is producing, for which client, by when, and where each item sits in the review and approval cycle.
Most small agencies already have something like this — usually a shared document or a Slack thread with "things to ship this week." The tracker formalises it in a way that makes status visible to the whole team without a stand-up.
The three statuses that matter most
Most deliverable trackers use a simple "not started / in progress / done" set. The two statuses a small-agency tracker adds that change how the work runs:
Sent to client — the work is done internally, but the clock is now on the client. Knowing how many items are in this state tells you whether your bottleneck is internal production or client responsiveness. If five items are "sent to client" at week three, you have a client-responsiveness problem, not a delivery problem.
Revision requested — the client has come back with changes. Tracking this separately from "in progress" shows the revision pattern. If a deliverable cycles through Sent to client → Revision requested more than twice, it suggests a brief or approval process issue, not a delivery issue.
Sign-off received — separate from "complete." A deliverable that's done but not signed off can't be closed out, can't trigger a milestone invoice, and can become a late-arriving revision request two months later. Tracking sign-off explicitly closes the loop.
One view that replaces the weekly check-in
The common use case for an agency monthly deliverables tracker is the Monday morning production meeting: here is everything that needs to go out this week, who owns it, and what the blockers are. With a well-maintained tracker, the meeting becomes a five-minute filter review instead of a 30-minute status reconstruction exercise.
The "Awaiting client" filter is worth running every Wednesday. It prompts the follow-up before the client thinks you've gone quiet.
Connecting deliverables to invoicing
The gap most deliverable trackers leave open: a milestone is hit, the deliverable is approved, and then it floats unconnected from the invoice. The billable and invoiced columns in this agency deliverables tracker close that gap. At invoice time, filter to "Billable = yes, Invoiced = no" and every completed-but-unbilled deliverable surfaces immediately.
For retainer clients, the monthly deliverables tracker also shows whether the month's work is on pace with contracted scope — feeding directly into the retainer burn tracker.
Related templates
Frequently asked questions
What is an agency deliverables tracker?+
An agency deliverables tracker is a structured record of every piece of work an agency owes its clients — one row per deliverable, with columns for owner, due date, status, client sign-off, and billing. It gives the whole team a single current view of what is in production, what is with the client, and what is complete.
How is a deliverables tracker different from a project management tool?+
A project management tool tracks tasks, subtasks, and dependencies across a project. A deliverables tracker tracks what ships to the client — the output units, not the internal work breakdown. Many agencies use both: a task manager internally and a deliverables tracker as the client-facing production schedule.
What statuses should an agency deliverables tracker have?+
At minimum: Not started, In progress, Sent to client, Revision requested, Approved, Complete. Adding "Awaiting brief" and "Blocked" covers the common edge cases without overcomplicating the status set.
How often should I update the tracker?+
Daily updates are ideal but three times per week is enough to keep it useful. The critical moments: when something is sent to the client, when feedback arrives, and when sign-off is received.
Can this template handle multiple clients at once?+
Yes. The client and project columns let you filter and group by client at any time. The monthly summary shows all clients together; filtering by client shows one client's full month.
How does this connect to invoicing?+
The Billable and Invoiced columns flag every completed deliverable that hasn't yet been billed. At invoice time, filter to those two columns to catch everything.
Can I use this template in Ascend?+
Yes. Build the columns as an Ascend Database. Each deliverable is a record; the record opens a page with notes, links, and sign-off history. Pair with an Ascend Form for client feedback submissions.
Related template
Client Project Database Template
The project record that gives every deliverable its context — budget, fee, invoice status, and the full client relationship.
One tracker for all clients, all month.
A shared doc goes stale. A tracker that lives alongside your time logging and invoicing doesn't need a weekly update session — the status reflects the work as it moves. Ascend keeps deliverables, time, and invoicing in one place. The free tier covers one client end to end.
Start with Ascend free