Organizing client contracts with invoicing workflow

Invoicing & Payments for Service Professionals
1

Juggling contracts and invoices for multiple clients is getting messy. I’m curious how other solo freelancers keep everything straight.

Do you have a system that works well? I’m wondering if there’s a way to streamline this process without investing in expensive software.

2

I’ve been using a combo of digital and paper that works pretty well for me:

For contracts, I have a filing cabinet with folders for each client. All the paperwork goes in there. Easy to grab when I need to double-check something.

For invoices and tracking, I use Google Sheets. One tab for each year, columns for:

  • Client name
  • Invoice number
  • Date sent
  • Amount
  • Due date
  • Date paid

I color code rows - green for paid, yellow for sent but not due yet, red for overdue. Helps me see at a glance what needs attention.

For creating invoices, I made a template in Google Docs. Just duplicate it, fill in the details, and send as a PDF. Takes maybe 5 minutes tops.

It’s not fancy, but it keeps everything organized without costing me anything extra. Just gotta be diligent about updating it regularly.

3

Spreadsheets work, but they’re a pain to update. I use a basic invoicing app on my phone. Costs me about 10 bucks a month, but saves hours of headaches.

Enter client info once, then just plug in hours and rates for each job. Spits out professional invoices I can email right away. Tracks payments too.

For contracts, I keep it old school. File folder for each client, hard copies inside. Quick to grab when I need to check details. Not fancy, but it gets the job done without fuss.

4

I use a notebook and a calendar. Write down jobs and payments. Mark 'em off when done. Easy to flip through and see what’s what. Don’t need fancy stuff for this kinda work.

5

I use a simple spreadsheet to track everything. One tab for active contracts, another for invoices sent and paid.

For each client, I note key dates, amounts, and payment status. It’s basic but does the job without extra costs.

Quick glance tells me who owes what and when to follow up. Works for me so far.

6

I’ve tried a bunch of different systems over the years. Here’s what’s working for me now:

  1. Google Drive folder for each client
  2. Simple Google Sheet for tracking jobs and payments
  3. Basic invoice template I customize for each client

The Drive folders hold all the contracts and important emails. Easy to find stuff when I need it.

The tracking sheet is just:

  • Client name
  • Project description
  • Start/end dates
  • Amount
  • Paid or not

For invoices, I use the same template and just fill in the details. Takes like 2 minutes tops.

Nothing fancy, but it keeps me organized without spending a ton of time or money on it. Just gotta remember to actually use the system consistently.

7

Not much to organize really. Notebook and a box.

Keep it simple just jot stuff down. Works fine.