How to Organize Mastering Sessions for Multiple Clients: A Simple System
Published · by Loopin
At 10+ masters a month, mistakes come from file names, not from audio. One folder tree, one naming rule and one status sheet remove most of them.
Build one folder tree and never improvise
Use Client / Project / 01_Received / 02_Working / 03_Previews / 04_Delivered. Everything a client sends lands in Received untouched. You only export to Working and Previews, and Delivered holds exactly what left your hands.
Date the project folder (2026-11_ClientName_EP). In a year you will search by month, not by track title, and a dated folder tells you which version was real. When you also run the free online mastering pass on the same day, save the preview into 03_Previews so you never wonder which version the client heard.
Rename every file on arrival
Use Artist_Title_v1_mix.wav for the incoming mix and Artist_Title_v1_master_-14.wav for the result. The version number belongs to the mix: when a client sends a new mix, the master becomes v2, never “final_final”. Put the loudness target in the name so you can tell the club cut from the streaming cut at a glance.
Our guide to naming and tagging master files goes through the metadata side. For a fast daily rule, never rename a file after it has been sent. Keep the tempo and key in the name only if the client asked for it; otherwise it is clutter.
Keep a five-column status sheet
One row per track: client, title, due date, status (received, previewed, approved, delivered), and version sent. Add a notes column for anything the client said in an email so a revision does not depend on your inbox memory. If two clients share a due date, put the paying-for-rush job first and say so in the notes column.
Review the sheet at the start of every working day and sort by due date. Anything older than three days with status “previewed” deserves a nudge to the client. Colour the status cell so overdue rows stand out without reading anything.
Send a preview before you spend an hour
Run each new mix through free online mastering first and send the client a short, level-matched preview. Mastering and previews are free and unlimited, so you can try Warm, Punchy or Crisp on one track and let the client choose before you spend time on anything finer. Downloads are capped at 1 per rolling 24 hours with no account and 2 with a free account, so spread downloads across the week.
Treat an automatic master as a fast first pass, a reference or a preview, not a replacement for your ears. It takes no creative direction and cannot fix a bad mix; when a client wants something it cannot do, that track goes to you or to another human engineer.
Close each job with the same checklist
Before sending: confirm the version in the file name matches the sheet, check true peak sits at or below −1 dBTP, listen to the first and last 10 seconds, and match the sample rate to what the client asked for. Then copy the sent files into Delivered and mark the row.
Archive the project the day after delivery. Pair this with the revision rules you give clients up front, and the same system holds from five tracks a month to fifty. Keep a one-page template of this checklist in the root folder and copy it into each job.
Frequently asked questions
How should I name mastering files for clients?
Use Artist_Title_v1_master_-14.wav: artist, title, the mix version it came from and the loudness target. Increase the version number only when the client sends a new mix.
How do I keep track of 10+ masters a month?
A folder tree per client and project, plus a sheet with client, title, due date, status and version. Review it every morning.
What folders do I need for a mastering project?
Received, Working, Previews and Delivered. Never edit files in Received and never change files in Delivered.
How many revisions should I allow?
Two rounds on a new mix is a common limit. Tell the client up front, and charge for a third or for any new mix version.
Can I use free online mastering for client work?
As a fast first pass or preview, yes. Free downloads are capped at 1 per 24 hours with no account or 2 with a free account, and a human engineer is better for jobs that need creative direction.
Should I keep client files after delivery?
Keep the Received and Delivered folders for at least a year, so you can re-send a version or settle a dispute. Delete Working files once the job is closed.