UX/UI Agency OS | Project, Time Tracking & Quote Calculator Excel

Description
🎨 UX/UI AGENCY OS TOOLKIT


Manage UX/UI projects, tasks, working hours and client quotes through one clean and structured Excel system.


This free professional toolkit is designed for UX/UI designers, freelancers, creative studios and small agencies that want a simple way to organize client projects, monitor deadlines, track billable work and calculate quotes without additional project-management software.


IDEAL FOR
🎨 UX/UI Designers
💼 Freelancers
🏢 Small Design Agencies
🖥️ Creative Studios
📌 Design Project Managers
🧑‍💻 Independent Consultants
✨ Creative Service Providers
📊 Client-Based Businesses


📊 EXECUTIVE AGENCY DASHBOARD
The Dashboard provides 6 key business and workflow indicators:
📁 Total Projects
📌 Open Tasks
🚀 Tasks In Progress
⏱️ Total Hours
💰 Billable Hours
💵 Quote Total


Four dynamic charts provide additional visibility into:


📊 Task Status Overview
⏱️ Billable Hours by Assignee
💵 Quote Total by Project
📈 Project Progress by Project


The Dashboard updates automatically from the operational sheets.


🗂️ UX/UI TASK TRACKER
Manage day-to-day UX/UI work with:
• Project
• Phase
• Task
• Assignee
• Priority
• Status
• Due Date
• Progress %
• Estimated Hours
• Actual Hours
• Billable / Non-Billable Status
• Notes


Days Left are calculated automatically from the project dates.


The included sample data demonstrates a realistic UX/UI workflow across research, strategy, wireframes, design systems, prototypes, testing and handoff.


📁 PROJECT OVERVIEW
Maintain a structured overview of client projects including:
✅ Project Name
✅ Client
✅ Owner
✅ Start & End Dates
✅ Project Status
✅ Progress %
✅ Days Left
✅ Quote Total
✅ Tracked Hours
✅ Billable Hours
✅ Hourly Rate
✅ Estimated Value
✅ Notes


This provides a quick project-level view of workload, value, progress and tracked time.


⏱️ TIME TRACKING
Record individual work sessions with:
• Date
• Project
• Assignee
• Task
• Service Type
• Billable Status
• Start & End Time
• Break Minutes
• Hourly Rate


The workbook automatically calculates:


✅ Hours Worked
✅ Billable Amount


Billable and non-billable work can be tracked separately for clearer agency and freelancer reporting.


💸 QUOTE CALCULATOR
Build structured service quotes with:
🎨 Service
📝 Description
🔢 Quantity
📏 Unit
💵 Rate
🏷️ Discount %
🧾 Tax %
💰 Deposit %


Automatic formulas calculate:
✅ Subtotal
✅ Discount Amount
✅ Tax Amount
✅ Final Quote Total
✅ Deposit Amount
✅ Remaining Balance


This provides a transparent pricing workflow for hourly services, packages and UX/UI deliverables.


🎯 CLEAR MANUAL / AUTO LOGIC
The workbook clearly separates editable fields from formula-driven fields.


🟨 Manual Entry
Enter or select your own information.


🟦 Auto Formula
Calculated automatically and should normally not be overwritten.
Dropdown lists help maintain consistent statuses, priorities, project phases, service types, owners and quote statuses.


📘 6-PAGE QUICK START GUIDE
The included PDF guide covers:
🚀 Quick Start Workflow
🎨 Manual vs Auto Formula Logic
🧭 Workbook Map
🗂️ UX/UI Tracker
📁 Project Overview
⏱️ Time Tracking
💸 Quote Calculator
📊 Dashboard Usage
⚙️ Dropdown Customization
🛠️ Troubleshooting
💻 Excel Compatibility
⚖️ License & Usage Notes


✨ SIMPLE & EDITABLE
✅ 7 structured Excel worksheets
✅ 15 sample UX/UI tasks
✅ 15 sample projects
✅ 15 sample time entries
✅ 15 sample quote lines
✅ Automatic formulas
✅ Dropdown fields
✅ Progress visualization
✅ 6 Dashboard KPIs
✅ 4 Dynamic Dashboard Charts
✅ No macros
✅ No VBA
✅ No external data connections
✅ No subscription required


Microsoft Excel is recommended for the most consistent formatting, formulas and chart behavior.
Other spreadsheet applications such as Google Sheets may open or import the workbook, but formatting, dropdowns, formulas, navigation or charts may display differently.


💎 ONE SIMPLE AGENCY WORKFLOW
Project → Tasks → Time → Quote → Dashboard → Review


Use the realistic sample data to understand the system, then replace the examples with your own clients, projects, tasks, work sessions and quotes.


⚖️ BUSINESS & PROFESSIONAL USE DISCLAIMER
This product is an editable organizational, project-management, time-tracking and quote-calculation template intended for general business use.


It does not constitute legal, tax, accounting, financial or business advice.
Quote totals, tax amounts, deposits, hourly values and other calculations depend on the information entered by the user and should be reviewed before being used with clients.


The workbook does not create invoices, legally binding quotations or contracts automatically.
Users remain responsible for verifying their pricing, tax treatment, contractual requirements and other business information before relying on the outputs.