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Sample Work

Demonstration projects that show how I organize information, clean up busy admin work, and create systems that are easier to manage.

Client Privacy Matters

Protecting client privacy is an important part of my work.

Client privacy is especially important when working with invoices, payment information, customer records, financial documents, and internal accounts. I do not publicly share real client files or financial information. Every example below uses made-up business information and contains no real client records.

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Showing all 11 samples.

Work 1 of 11

CRM Data Management

Sample business: Northside Consulting
Workload: 486 contact records
Support: One-time CRM cleanup

Situation

The database has duplicate customer records, incomplete supplier information, missing invoice references, unclear payment statuses, and inconsistent formats. Financial spreadsheet updates are also stored separately, so the team spends too much time checking which information is current.

Before

CRM · Contacts–▢✕

Northside CRM - Contacts

Needs Cleanup

Contact Name	Company	Email	Phone	Status	Lead Stage	Last Contact	Owner
Alyssa Grant	NovaRetail	alyssa@novaretail.co	555-0148	Active	proposal	01/02/26	J. Kim
ALYSSA GRANT	Nova Retail		5550148	Active	Lead	2 Jan 2026	JK
Marco Liu		marco.liu@orionmail.com		active	qualified	2026-03-11	S. Patel
Danielle Pope	Sunset Labs	dpope@sunsetlabs.io	555-2121	Active	new	03/12/2026	Unassigned
Reza Khan	BrightPeak	r.khan@brightpeak.com	555-0199	Inactive	Closed-Won	12-30-25	M. Chen

My Process

CRM Workflow Checklist

Removed duplicate contacts
Updated missing information
Standardized company names
Applied lead tags
Organized lead stages
Archived inactive contacts
Added follow-up reminders
Updated customer notes

After

Northside CRM - Organized View

Clean contact records with clear follow-up priorities.

Updated

4priority follow-ups

0duplicate contacts shown

Contact	Company	Status	Priority	Follow-Up
Alyssa Grant	NovaRetail	Active	High	2026-07-08
Marco Liu	Orion Freight	Nurture	Medium	2026-07-10
Danielle Pope	Sunset Labs	Active	Medium	2026-07-09
Melissa Tran	Acorn Dental	New	High	2026-07-06

Outcome

The database became easier to trust and use. Follow-up dates were clear, pipeline stages made sense, and the team could work from one consistent view of each contact.

Tools Used

HubSpotmonday.comGoogle Sheets QANotion Notes

Work 2 of 11

Inbox Organization

Sample business: Independent consultancy
Workload: 1,247 unread emails
Support: Five-day inbox reset

Situation

The inbox has 1,247 unread emails with promotions mixed into client conversations, invoices hard to find, and no folder or label structure.

Before

Inbox · 1,247 unread–▢✕

Client

Need revision on Q3 report

9:14 AM

Promo

Summer Deals — 80% off

Yesterday

Billing

Invoice #88219 due tomorrow

Yesterday

Newsletter

Weekly Growth Tips

Mon

Vendor

Meeting invite: check-in

Mon

Client

Re: Contract copy requested

Sun

Client

Urgent timeline question

Sun

Billing

Invoice #88190 — unpaid notice

Sat

My Process

Inbox Workflow Checklist

Created Priority, Clients, Invoices, Waiting, and Archive folders
Added color labels for urgent, follow-up, and finance emails
Pinned high-priority client conversations at the top
Archived outdated newsletters and promotions
Set reminders for unresolved client replies

After

Priority Inbox

Focused folders with urgent items at the top.

Organized

7priority emails

9waiting for reply

16client messages

5invoice items

Client: signed proposal and onboarding checklist

Pinned

Invoice #88410 awaiting approval

Pinned

Meeting notes and action items

Client

Outcome

Important messages stayed visible, unread volume became manageable, and daily inbox reviews became faster and more focused.

Tools Used

GmailOutlookGoogle WorkspaceFilter Rules

Work 3 of 11

Calendar Management

Sample business: Founder-led agency
Workload: 28 weekly events
Support: Weekly scheduling

Situation

The weekly calendar has overlapping calls, personal errands mixed into client appointments, no color categories, and no buffer time between meetings.

Before

Calendar · Week of July 6–▢✕

Mon

9:00 Client Call

9:00 Grocery Pickup

10:00 Team Sync

10:00 Invoice Review

Tue

11:00 Sales Meeting

11:00 Dentist

Wed

1:00 Check-in

Thu

3:00 Deadline (in notes)

My Process

Scheduling Workflow Checklist

Separated business and personal calendars
Added color categories for meeting types
Grouped client meetings by day and topic
Added 15-minute buffers between calls
Created morning planning and weekly review blocks

After

Week of July 6

Balanced schedule with color-coded work blocks.

Balanced

8:30 Morning Planning

Prep

10:00 Client Meeting Block

Client

12:00 Focus Work Session

Deep work

1:45 Buffer

Reset

4:30 Weekly Review

Review

Outcome

The weekly plan became easier to follow, deadlines were visible, and there was enough breathing room between meetings to stay prepared.

Tools Used

Google CalendarOutlook CalendarCalendlyTime Blocking

Work 4 of 11

Google Drive Organization

Sample business: Creative services team
Workload: 642 files and folders
Support: Drive restructure

Situation

Business and personal files are mixed, folders are inconsistently named, and key documents are hard to locate quickly during active projects.

Before

Drive · My Drive–▢✕

Untitled Folder

—

Invoices

mixed with general documents

—

IMG_2291.jpg

receipt, saved by image number

—

Supplier documents

stored in email, not Drive

—

Payment records

old spreadsheet

—

Monthly expense folders

missing

—

Contract New.pdf

—

My Process

Drive Workflow Checklist

Separated personal files from business files
Built a top-level folder framework by function
Created monthly folders for invoices and expenses
Filed receipts, supplier documents, and payment records
Applied naming standards by supplier, date, and document type
Moved outdated files into archive

After

Business Drive Structure

Clear folders for daily operations and handoff.

Standardized

Clients
Active client folders

Finance
Invoices, receipts, and payment records

Suppliers
Bills and supporting documents

Monthly Expenses
Folders arranged by month

SOPs
Step-by-step procedures

Archive
Completed or old files

Outcome

Files became easier to find, team sharing became cleaner, and project folders had a consistent structure that reduced confusion.

Tools Used

Google DriveDropboxOneDriveFile Naming SOP

Work 5 of 11

SOP Documentation

Sample business: Remote operations team
Workload: Eight-step workflow
Support: SOP documentation

Situation

A recurring operations workflow depends on memory and scattered notes, causing inconsistent output and delays when tasks are delegated.

Before

Notes · No SOP–▢✕

"who follows up overdue invoices?"

"who approves supplier bills?"

"receipts still in three inboxes"

"monthly bookkeeping list is outdated"

"when is the accounts review?"

My Process

SOP Workflow Checklist

Mapped the invoice follow-up process
Defined the supplier bill approval steps
Added a receipt collection routine
Created a monthly bookkeeping checklist
Scheduled accounts review reminders
Added owners, approval points, and version control

After

Weekly Client Operations Review

SOP-OPS-014 | Version 2.1

Approved

Purpose

Consistent weekly operations

Scope

Inbox, calendar, reporting

Owner

VA prepares, manager approves

Approval

Signed | 2026-07-01

Outcome

The process became repeatable, easier to delegate, and easier to audit. New team members could follow the workflow without extra clarification.

Tools Used

Google DocsNotionMicrosoft WordSOP Template Pack

Work 6 of 11

Meeting Notes & Action Tracking

Sample business: Client project team
Workload: 14 action items
Support: Weekly meeting follow-up

Situation

Weekly calls end with useful decisions, but action items are buried in chat messages and no one has a clear list of owners, dates, or next steps.

Before

Docs · Unclear Follow-Up–▢✕

Discussed client launch date
Need someone to update pricing sheet
Follow up with vendor soon
Send recap maybe tomorrow
Marketing assets still pending

My Process

Meeting Workflow Checklist

Captured decisions, blockers, and open questions
Converted discussion points into action items
Assigned owners and target dates
Sent a concise recap after the meeting
Added reminders for unresolved tasks

After

Action Tracker

Owners, dates, and next steps in one view.

Owners Assigned

Pricing sheet update

Finance | July 9

Vendor follow-up

Operations | July 10

Launch recap email

VA | July 8

Marketing assets review

Creative | July 11

Outcome

The team left meetings with clear next steps, fewer missed follow-ups, and a shared record of decisions and responsibilities.

Tools Used

Google DocsZoomAsanaFollow-Up Tracker

Work 7 of 11

Expense Tracking

Sample business: Small service business
Workload: 86 monthly receipts
Support: Monthly expense review

Situation

Receipts are saved in different folders, expenses are missing categories, and monthly totals take too long to review before bookkeeping handoff.

Before

Expenses · Needs Review–▢✕

IMG_4401 receipt photo
Subscription charge with no category
Vendor invoice saved in email only
Travel receipt missing date
Duplicate office supply entry

My Process

Expense Workflow Checklist

Collected receipts from email and shared folders
Renamed files by date, vendor, and category
Matched receipts to spreadsheet entries
Flagged missing details for owner review
Prepared a monthly summary for bookkeeping

After

Monthly Expense Summary

Receipts matched, exceptions flagged, duplicates removed.

Ready to Review

8software receipts

5vendor invoices

3items flagged

0duplicates remaining

Bookkeeping handoff
Summary is organized by category with receipts attached and review notes included.

Outcome

Monthly expense records became easier to review, missing details were visible, and bookkeeping handoff required less back-and-forth.

Tools Used

Google SheetsXeroGoogle DriveReceipt Tracker

Work 8 of 11

Client Onboarding Setup

Sample business: Business consultancy
Workload: Six active clients
Support: Repeatable onboarding

Situation

New client setup is handled manually each time, causing repeated questions, missing access details, and delayed project kickoff tasks.

Before

Onboarding · Manual–▢✕

Welcome email rewritten from scratch
Access requests sent one at a time
Questionnaire link missing
Kickoff agenda not prepared
Shared folder created late

My Process

Onboarding Workflow Checklist

Created a reusable onboarding checklist
Prepared welcome email and kickoff agenda templates
Built intake questions for business details
Set up client folders and naming standards
Tracked access requests and completion status

After

Onboarding Hub

Templates, access, and kickoff details prepared.

Ready

Welcome email template

Approved

Intake form

Linked & tested

Client folder structure

Created

Kickoff agenda

Prepared

Access tracker

In progress

Outcome

Client setup became more consistent, kickoff preparation was faster, and the business had a repeatable checklist for future onboarding.

Tools Used

NotionGoogle FormsGoogle DriveEmail Templates

Work 9 of 11

Xero Accounts Organisation

Sample business: Small service business
Workload: Seven review items
Support: Monthly accounts support

Situation

A small service business had overdue customer invoices, supplier bills without supporting documents, uncategorised expenses, duplicate contacts, and several transactions that needed clarification.

Before

Accounts · Xero–▢✕

INV-1042 overdue with an unclear payment status
BILL-287 and BILL-291 missing receipts
Bright Lane Ltd listed twice
Harbour Supply missing contact details
Five uncategorised transactions
Two invoices missing references
Records split across folders and spreadsheets
Supporting documents stored separately
Seven entries requiring clarification

My Process

Reviewed the records and identified missing information.
Organised customer and supplier contacts.
Flagged duplicate and incomplete records.
Entered and updated invoices and bills.
Attached receipts and supporting documents.
Organised transactions using approved account categories.
Prepared a list of unclear items for review.
Updated payment and due date information.
Organised outstanding invoices for follow-up.
Prepared basic reports for review.

After

Organised Accounts View

Customer and supplier records updated
Invoice and bill statuses clearly shown
Receipts attached to the correct records
Expenses organised by approved category
Unresolved transactions reduced to a review list
Payment and due date information updated
Receivable and payable summaries prepared
Supporting documents filed consistently
Basic reports ready for review

Outcome

The records became easier to review, invoices and bills were clearly organised, missing information was easier to identify, and the business had a better view of its day-to-day accounts activity.

Tools Used

XeroMicrosoft ExcelGoogle SheetsGoogle Drive

Work 10 of 11

Bank Reconciliation

Sample business: Bright Lane Studio
Workload: 42 bank transactions
Support: Monthly reconciliation

Situation

The July bank statement did not agree with the accounting records. Two customer payments were not matched, three bank fees were missing, one supplier payment appeared twice, and a card purchase needed a receipt and approved category.

Before

Banking · Difference $684.50–▢✕

Item	Status	Amount
Customer payment	Unmatched	$420.00
Customer payment	Unmatched	$185.00
Bank fees (3)	Missing	$24.50
Supplier payment	Duplicate	$390.00
Card purchase	No receipt	$55.00

My Process

Reconciliation Checklist

Compared the bank statement with recorded transactions
Matched customer payments to open invoices
Entered bank fees using the approved account category
Flagged and removed the duplicate supplier entry
Requested the missing receipt and transaction details
Prepared unresolved items for business-owner review

After

Reconciliation Summary

Statement and accounting records reviewed through 31 July.

Reconciled

$0.00remaining difference

42transactions reviewed

2payments matched

1item documented for review

Review noteThe card receipt was received and filed with the approved expense category.

Outcome

The bank statement and accounting records agreed, duplicate and missing entries were corrected, supporting documents were filed, and the month was ready for review.

Tools Used

XeroBank StatementMicrosoft ExcelGoogle Drive

Work 11 of 11

QuickBooks Accounts Organisation

Sample business: Home services provider
Workload: Five months of uncategorised transactions
Support: One-time QuickBooks cleanup

Situation

A home services provider had five months of uncategorised bank feed transactions in QuickBooks Online, duplicate vendor records, receipts that were not attached to expenses, and a chart of accounts that no longer matched how the business operated.

Before

Accounts · QuickBooks–▢✕

118 bank feed transactions marked "Uncategorised"
"Riverside Supply" and "Riverside Supply Co." listed separately
14 expenses missing receipt attachments
Chart of accounts with unused and overlapping categories
Three invoices left in draft status
No class tracking for service types

My Process

Reviewed the bank feed and identified uncategorised transactions.
Merged duplicate vendor records.
Matched receipts to their corresponding expenses.
Updated the chart of accounts to remove unused categories.
Applied class tracking by service type.
Completed and sent the outstanding draft invoices.
Reviewed open invoices and updated payment statuses.
Prepared a profit and loss summary for review.

After

Organised QuickBooks View

Bank feed transactions categorised and reviewed
Vendor records consolidated
Receipts attached to matching expenses
Chart of accounts simplified and current
Draft invoices sent and tracked
Transactions grouped by service class
Payment statuses updated across open invoices
Profit and loss summary ready for review

Outcome

The QuickBooks file became easier to review, transactions were categorised consistently, vendor and invoice records were current, and the business had a clearer profit and loss summary to work from.

Tools Used

QuickBooks OnlineMicrosoft ExcelGoogle SheetsGoogle Drive

What These Samples Show

01

Reliable Organization for inboxes, calendars, files, CRM records, and daily business systems

02

Clearer Processes that turn scattered information into workflows, checklists, and handoffs

03

Careful Follow-Through with clear communication, task tracking, and attention to detail

04

Respect for Privacy with original samples that protect real client information

Have Questions About My Work?

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