Been juggling multiple recurring clients and honestly losing track of who owes what. Had one client slip through the cracks for three months before I realized they hadn’t paid.
Currently using a basic spreadsheet but it’s getting messy with different payment cycles and late fees. Wonder how others handle this without going crazy.
I invoice everyone on the 1st and 15th regardless of their payment cycle. Put clear due dates on each invoice and check your bank weekly against what’s outstanding. Mark payments immediately when they hit your account. Takes me maybe 10 minutes a week and I never lose track of who owes what.
Been there. Lost a whole month of payments because I kept putting it off.
Made a simple dashboard that saved my ass. One sheet with client names, last payment date, and next due date. That’s it.
When I get paid, I update the last payment date and it auto-calculates the next due date. Takes 30 seconds.
Seeing everything at once is key. I open that sheet and instantly know who’s late just by scanning dates. No digging through folders.
Also invoice everyone on the same day each month now. Don’t care when they usually pay - everyone gets invoiced on the 1st. Game changer.
I just ask for payment upfront now.
Three months hurts. I just write everything down in a notebook and check it once a week.
Three months is brutal. Been there.
Here’s what keeps me sane:
Make it stupid simple to update. If it feels like work, you won’t do it.
Also - charge late fees from day one. Amazing how fast people pay when there’s actual consequences.
I set calendar reminders for each client’s payment due date. Every Friday I check outstanding invoices and send follow-ups immediately.
Also, move paid invoices to a separate folder or mark them clearly. You’ll instantly see what’s still pending.