Just wrapped up a six-month project and realized my balance tracking was a mess. Spreadsheets, notes, emails everywhere. There’s gotta be a better way to keep tabs on what clients owe, especially for these long-haul gigs.
Anyone else struggle with this? What’s your go-to method for staying on top of outstanding balances?
Spreadsheets work, but they’re a hassle. I use QuickBooks. It’s simple and does the job.
Set up each client as a separate job. Enter your invoices as you send them. Mark payments when they come in.
QuickBooks shows you what’s still owed at a glance. No digging through papers or emails.
For long projects, I bill monthly. Keeps cash flowing and makes it easy to spot if someone’s falling behind.
Main thing is to pick a system and stick with it. Doesn’t matter if it’s fancy software or a notebook. Just keep it updated and you’ll always know where you stand.
I’ve been there, Jack. Long projects can turn into a tracking nightmare real quick.
After some trial and error, I found a system that works for me. I use a combo of invoicing software and a simple project tracker.
For invoicing, I use FreshBooks. It’s pretty straightforward and lets me set up recurring invoices for long projects. I can see at a glance what’s been paid and what’s still outstanding.
But the real game-changer was creating a basic project tracker in Google Sheets. Each project gets its own tab. I list out all the milestones, expected payments, and actual payments received. I update it weekly, so I always know where we stand.
The key is consistency. Set aside time each week to update your records. It’s a pain at first, but it becomes routine. And man, does it save headaches down the line.
Just remember, whatever system you choose, stick with it. Switching mid-project is where things get messy.
Never tracked balances. Folks pay me when I finish jobs.
I just use a notebook. Write down what I billed and when they pay. Simple and works for me. Don’t need fancy stuff for small jobs.
I use a simple spreadsheet for each project. One column for invoices sent, one for payments received.
Update it every time money moves. Quick glance shows what’s still owed.
For long projects, I bill in stages. Keeps cash flowing and makes tracking easier.
Been there, done that with the messy tracking. It’s a pain, right?
Here’s what works for me:
I create a folder for each project. All invoices, contracts, and notes go there.
The spreadsheet is basic:
I update it after sending an invoice or getting paid. Takes 2 minutes.
Calendar reminders are key. I set them for:
This setup keeps me sane. No more digging through emails or panicking about missed payments.
Whatever you choose, make it a habit. That’s the real trick to staying on top of it all.