When you have two or three commissions running at once, it is easy to keep everything in your head. At five or ten, that system breaks. Deadlines blur. Client preferences get mixed up. Projects fall through the cracks. Here is how to build a management system that scales with your work.
Start with a consistent intake process
Every commission should begin with the same information gathering step. Build a simple intake form that asks: the type of commission, reference images, color preferences, intended use, deadline, and any specific requirements. When clients fill this in upfront, you spend less time going back and forth on basics — and the project starts with a clear brief.
Google Forms, Typeform, or a simple email template all work. The point is consistency. Every commission starts the same way. See our guide on running commissions professionally from inquiry to delivery for the full process.
How to track active commissions
At minimum, you need to know for every active commission: who the client is, what was agreed, what stage it is in, when it is due, and whether payment has been received. A spreadsheet can handle this when you are starting out. For more commissions, a purpose-built CRM like Threecus handles reminders, follow-ups, and status tracking automatically.
Create standard stages for your workflow — for example: Inquiry Received → Quoted → Deposit Paid → Sketching → Revisions → Final Delivery → Paid in Full. Moving each commission through these stages gives you an instant overview of everything in progress.
Managing client communication without getting overwhelmed
Commission clients often want frequent updates. Set expectations upfront about how and when you will communicate. "I send a WIP update at the sketch stage and after the first color pass. Final delivery is within [timeframe] of the approved sketch." Written expectations reduce the number of "just checking in" messages.
Keep all communication for a commission in one thread per client. Do not mix commission details across DMs, email, and Discord. Pick one channel per client and keep it there. This makes it easy to reference what was agreed if any questions arise later.
Payment tracking and deposits
Always require a deposit before starting any commission. 25 to 50 percent upfront is standard. This filters out clients who are not serious and ensures you are compensated if a project is abandoned. Track every payment against every commission — what was invoiced, when, and whether it was received.
A clear payment tracking system also protects you legally. If a dispute arises, you need records. Keeping these in the same place as your commission tracking (not scattered across PayPal receipts and memory) is worth the initial setup time. Read our guide on freelance artist contracts to make sure your payment terms are protected.
Managing a commission waitlist
If demand for your commissions regularly exceeds your capacity, a waitlist is a legitimate tool. It signals demand, manages expectations, and gives interested clients a path to booking even when you are full.
Keep waitlist communication consistent. Contact people in order. Give them a reasonable window to respond before moving to the next person. Treating your waitlist professionally converts it from a vague promise into a real business asset. It also feeds directly into your strategy for consistently attracting commission clients.
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