How to Use Workspace369 (2026): From Inquiry to Paid Invoice

A client job in Workspace369 runs in eight stages inside one workspace: import your clients, capture the inquiry, send the proposal, run the project, track time, invoice, follow up and plan the week. The core path, from a proposal the client accepts and signs through a link to an invoice paid online by card, works on every plan from Cadet at $29 a month. Texting, intake forms and time tracking start on Voyager ($74), and self-booking pages and deposits on acceptance start on Specialist ($149).

Prices checked October 7, 2026 on the Workspace369 pricing page, billed monthly in US dollars. This is an assessment of our own product’s published plans and features, not a hands-on test of every product. The companion video’s app scenes use a fictional studio and client, not a real customer.

Jump to the first stage, which plan each step needs, the trial checklist or when another tool fits better.

How a client job runs in Workspace369

Our #1 pick is Workspace369, and we make it. Our Workspace369 overview covers what the product is and the full plan table. This guide answers a narrower question: what you do at each step of one job, what your client sees, and the lowest plan that includes the step.

Each plan includes everything in the plans before it. Cadet has one seat, Voyager two and Specialist ten, with extra seats at $10 a month from Voyager. Every plan comes with the web app and the iPhone app (Workspace369).

1. Import your clients from a CSV

What you do: export your client list from your old tool or spreadsheet as a CSV and import it. Workspace369 also imports products and invoices from CSV, so your service catalog and open invoices can come across too. Each client record holds companies, custom fields and a lead source. Spot-check a few records after the import.

What the client sees: nothing yet.

Plan: every plan, Cadet included.

2. Capture a new inquiry

What you do: on Cadet, inquiries reach your email inbox, and you add the person as a client with their lead source. On Voyager, Requests gives you public intake forms, and a submitted request converts into a client; a shared inbox with two-way SMS lets the team answer texts, and missed-call text back replies when you cannot pick up. On Specialist, clients book themselves on self-booking pages with appointment reminders, and voice calls and voicemail are added.

What the client sees: your intake form or booking page, then a reply by email or text.

Plan: email inbox on every plan; Requests forms, texting and missed-call text back on Voyager; self-booking pages, calls and voicemail on Specialist.

3. Send a proposal to the client

What you do: build the proposal from your product and service catalog, so prices come from one list, and send it with your branding. Specialist adds proposal engagement tracking.

What the client sees: a branded proposal they review, accept and sign through a link. On Specialist, they pay a deposit when they accept, and you can offer payment plans in installments.

Plan: proposals on every plan; deposit on acceptance, engagement tracking and payment plans on Specialist.

4. Run the project

What you do: set up the project with stages, then manage the work on a kanban board with task lists and subtasks. Roles and permissions control what each team member can do, and client-scoped access limits a contractor to the clients they work on. File share links let you send files to the client.

What the client sees: the client portal and any file share links you send.

Plan: every plan. Cadet holds up to five projects; Voyager and above make projects unlimited.

5. Track time and turn hours into invoice lines

What you do: start a timer when you begin work, or fill in a timesheet. Billable time is turned into invoice line items.

What the client sees: line items for the hours on their invoice.

Plan: Voyager and above. Specialist adds project and customer profitability reports.

6. Proposal to invoice: get paid online

What you do: convert the accepted proposal into an invoice in one step, add any billable hours from stage 5, and send it. You can also send a payment link. Card payments run through Stripe, and invoices and PDFs carry your branding. For an ongoing client, every plan also includes retainers and payment schedules, and invoices sent on a recurring schedule.

What the client sees: a branded invoice they pay online by card.

Plan: every plan. Payment plans, expense tracking with receipt capture and basic accounting start on Specialist; full accounting is on Commander ($299).

7. Follow up automatically with workflows

What you do: start from a template and adjust it. Templates include invoice collection (reminders at 1, 7 and 30 days overdue), proposal review follow-up, new lead welcome and payment receipt. Workflows can wait minutes to days between steps, filter on conditions and create tasks. Before switching one on, run a simulated test on a sample or real record and read the execution log; readiness checks flag incomplete setup. Workspace369 automation

What the client sees: follow-up emails at the times you set, and texts where SMS steps are available.

Plan: every plan, within the active-workflow cap: 3 on Cadet with email steps only, 10 on Voyager with SMS steps, 25 on Specialist and unlimited on Commander, where Workspace AI drafts workflows for your review. Call triggers need Specialist, the first plan with voice.

8. Run the week

What you do: plan the week on the team calendar. Google Calendar syncs both ways: your Workspace369 schedule goes to Google Calendar, and your Google events show in Workspace369. Notes sit alongside. Each plan includes a monthly allowance of AI tokens for Workspace AI: 10,000 on Cadet, 30,000 on Voyager, 60,000 on Specialist, 120,000 on Commander and 300,000 on Enterprise. You can also connect Claude and ChatGPT to your workspace through MCP.

What the client sees: nothing directly.

Plan: calendar, Google Calendar sync, AI tokens and MCP on every plan. Dashboards and reports start on Specialist.

Which plan each step needs

USD list prices from Workspace369 pricing, checked October 7, 2026. Yearly billing saves 20%: Cadet is $23.25 a month billed yearly, Voyager $59.25 and Specialist $119.25.

If every step you need sits on Cadet, the whole job runs for $29 a month. Time tracking or texting means Voyager; bookings or deposits mean Specialist, which also includes ten seats.

Try it with one real client in the 14-day trial

Every plan has a 14-day free trial. Use it on one real job rather than demo data:

1. Start the trial on the plan your steps need, using the table above.
2. Import your client list from a CSV and check five records for names, emails, phones and companies.
3. Connect Google Calendar and confirm events show up in both directions.
4. Send one real proposal from your catalog, and open the link on your phone the way the client will.
5. Turn the accepted job into a project with tasks, and give any contractor client-scoped access.
6. Log real hours on Voyager and turn the billable time into invoice lines.
7. Convert the proposal into an invoice, send it, and confirm the client can pay online by card.
8. Switch on two workflows, invoice collection and proposal review follow-up, after a simulated test run on a sample record.
9. Write down which tools this job did not need. That list is your real comparison.

After the trial, upgrades apply immediately and downgrades at the next billing cycle, so starting on the smaller plan costs little. Our printable trial checklist works for any tool you compare.

When another tool fits better

Workspace369 is built for running the whole client job in one place. These cases point elsewhere, and our guides cover each one in depth:

• A guided booking setup for a creative business: HoneyBook starts at $36 a month billed monthly and has a 30-day trial (HoneyBook pricing); see our HoneyBook review.
• Deeply custom forms and workflows that someone will own: Dubsado Premier, $55 a month billed monthly, adds scheduling and automated workflows (Dubsado pricing); see our Dubsado review.
• Invoicing and books as the main job: FreshBooks Plus is $43 a month billed monthly at its regular price ($464.40 a year billed yearly), plus $11 a month per team member (FreshBooks pricing); see our FreshBooks review.
• Funnels, campaigns and lead generation, or reselling software under your own brand: GoHighLevel is built for that agency model; see GoHighLevel for agencies.

Frequently asked questions

What is Workspace369?

Workspace369 is client work software for freelancers, consultants, studios and small agencies. Clients, proposals, projects, invoices and a client portal live in one workspace, with time tracking from Voyager, on the web and on iPhone. Plans run from $29 a month (Cadet, 1 seat) to $699 (Enterprise, 50 seats), billed monthly, with a 14-day free trial.

Is Workspace369 a CRM?

Yes, a CRM built for client work. Every plan has client records with companies, custom fields and lead sources, plus the proposals, projects, invoices and workflows tied to those clients. If you mainly need a sales pipeline for a dedicated sales team, our HubSpot alternatives guide covers sales CRMs.

Does Workspace369 work on iPhone?

Yes. Every plan, Cadet included, comes with the iPhone app as well as the web app. Your clients do not need the app: they accept and sign proposals through a link and pay invoices online by card.

Can clients pay online in Workspace369?

Yes, on every plan. Invoices take online card payments through Stripe, and you can send payment links. Deposits collected when a proposal is accepted, and payment plans in installments, start on Specialist at $149 a month.

Which Workspace369 plan do I need?

Cadet ($29, 1 seat) runs the core job: proposal, project, invoice and up to three active email workflows. Voyager ($74, 2 seats) adds time tracking, texting and Requests intake forms. Specialist ($149, 10 seats) adds self-booking pages, deposits on acceptance and voice calls, and Commander ($299, 20 seats) adds full accounting.