Why a Fiverr-specific project playbook matters

Fiverr is optimized for transactional hiring - fast orders, clear deliverables, and simple seller-buyer flows. But many freelancers and small teams run multi-step projects that look more like agency work. Without a repeatable process, these projects suffer from unclear scope, missing assets, and extended review loops.

We think of the Fiverr project manager role as the layer that turns discrete gigs into predictable, billable project cycles: intake, scope, milestones, reviews, delivery, archive.

Core elements of our Fiverr project workflow

1. Standard intake & brief

   • Use a short intake form (copyable template provided below) so clients give the info you need on day one. If they contact you via Fiverr messages, paste the intake form and ask them to confirm.

2. Milestones and scope

   • Break the project into logical milestone deliveries so clients can review incrementally. Fiverr supports milestone-style orders and staged payments; use them for multi-phase work.

3. One source of truth for assets and comments

   • Keep links, proxies, and delivery receipts in one place. For simple jobs, Fiverr messages plus Fiverr Workspace receipts may be sufficient; for multi-file or continuous work, use a production management platform like Kreatli to host review pages and keep approvals auditable.

4. Client onboarding message

   • Send a short, friendly onboarding note that outlines the schedule, expected inputs from the client, and communication channels.

5. Delivery receipts and archival

   • Save every delivery link, checksum, and time-stamped approval. Fiverr Workspace helps with invoices and receipts; record the rest in your production management platform.

Practical templates to paste into Fiverr messages

Intake snippet

• Project name:

• Objective (one sentence):

• Deliverables (format, resolution, length):

• Deadline & embargo:

• Brand assets (links):

• Approver name and contact:

• Budget & milestone dates:

Onboarding message (after order confirmation)
Hi [Client], thanks for confirming. We will deliver Milestone 1 by [date]. Please upload your assets here [link] and confirm the approver’s email. We will use timecode comments for video reviews and provide delivery receipts after each milestone.

Using Fiverr Workspace (formerly AND.CO)

Fiverr Workspace is Fiverr’s bundled business tool for freelancers that includes invoicing, proposals, contracts, time tracking, and basic task management. It’s especially useful when you need to:

• Send professional proposals and contracts quickly.

• Create invoices and track payments that may be outside of Fiverr orders.

• Track time and expenses for hourly or retainer work.

If you use Fiverr Workspace, connect it to your Fiverr account to keep billing tidy and to provide clients with polished proposals.

When to use Fiverr Pro and Fiverr Business project management

• Fiverr Pro is a route to higher-value clients and curated project services; its project management service can assemble and coordinate a team of freelancers on your behalf. If a client prefers a managed team or you need sub-contractors, Fiverr Pro project management is an option. Fiverr Pro

• Fiverr Business helps companies hire and manage teams, with features like saved freelancers and a business success manager. This is worth suggesting to clients who want a longer-term, multi-role engagement. Fiverr Business

Milestones, revisions and approvals - practical rules we use

• Design by milestone: each milestone must produce a shippable deliverable (draft 1, draft 2, final). Use Fiverr’s milestone guidance for structuring payments and client expectations.

• Limit revision rounds up front: state two revision cycles in your gig or order description; additional rounds are a paid change order.

• Require time-bound review windows: ask for feedback within 48–72 hours once a milestone is published. If the client doesn’t respond, you can move forward or apply a reactivation step.

• Final approval action: define a single action that counts as approval (for example, client replies “Approved” in Fiverr messages or clicks an approval button in your production management platform).

File transfers and proxies - speed up client reviews

Large masters are a pain; we always send streaming proxies for review and reserve the master for final delivery. For transfers and file receipts:

• Use Fiverr attachments for small files, or provide an external secure link for bigger assets.

• For recurring or team projects, drop files into a shared workspace or production management platform. This keeps links live and permissions consistent.

• Record checksum and download time as part of the delivery note.

Tracking and reporting - what to measure

As a Fiverr project manager we track a short KPI set to keep projects healthy:

• Time-to-first-comment when a draft is shared.

• Average revision rounds per milestone.

• Onboarding time for new clients (time from first message to first approved milestone).

• Delivery success rate (files delivered without re-transfer).

Use Fiverr message timestamps and Fiverr Workspace invoices for billing metrics; use your production management software to combine delivery records and client approvals.

Common pitfalls and how to avoid them

• Unclear scope: Always require a filled intake snippet before work starts.

• Scattered assets: Insist clients upload to the agreed location and share a single link.

• Too many review channels: Centralize comments to Fiverr messages or the review page to prevent lost or conflicting feedback.

• No final approval action: Make “Approve” a one-click process in your chosen workspace or a short written confirmation in Fiverr messages.

How we pair Fiverr with Kreatli (production management platform)

Fiverr is great for discovery, quick gigs and managing orders. For anything that looks like a multi-step project, we recommend pairing Fiverr with a production management platform like Kreatli. Here is the typical mapping:

• Fiverr order = contract + initial payment + client identity.

• Kreatli project = single source of truth for briefs, proxies, timecode comments, version history, and delivery receipts.

• Fiverr Workspace = bookkeeping, invoices, and optional contract templates.

This combination gives us the Fiverr marketplace reach and the operational control we need for consistent, auditable projects.

Example 8-step workflow we run for a 4-week Fiverr project

1. Client purchases gig or we send a custom offer on Fiverr.

2. We send the intake snippet and ask client to confirm within Fiverr messages.

3. We create milestones and dates in the Fiverr order and mirror them into Kreatli.

4. Editor uploads proxies to Kreatli; we invite client as guest reviewer.

5. Client reviews and leaves timecode comments in Kreatli; producer consolidates fixes.

6. Editor delivers milestone, client approves in Kreatli or via Fiverr message.

7. On final approval we create invoice in Fiverr Workspace and attach delivery receipts.

8. Archive masters to long-term storage and tag project metadata for reuse.

Quick checklists you can copy

Before you start

• Intake completed and confirmed.

• Milestones & payment schedule agreed.

• Delivery channel confirmed.

• Approver named.

Before publishing milestone

• Proxy tested on mobile and desktop.

• Review brief attached.

• Checksum prepared for masters.

Final notes

Running Fiverr projects well is about turning one-off gigs into repeatable, transparent processes. Fiverr’s built-in tools - Fiverr Workspace for billing, Projects and Milestones for structure, and Fiverr Pro or Fiverr Business when you need management support - cover many needs. For multi-step projects we suggest pairing Fiverr with a production management platform such as Kreatli so briefs, review links, approvals and invoices live in logical places and nothing gets lost.